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With Clinic Appointments you only pay for the services you actually use.


You can use our Call Answering service alongside your existing diary provider, or choose between our own Clinic Appointments ‘Clinic Diary’ or Clinic Appointments ‘Clinic Diary and Patient Records’ packages. Any other services you need can be added on as required.


You’ll pay a fixed monthly service rental fee for the package you select, then a variable fee based on your monthly usage. All our services come with transparent pricing so you can see exactly what you’re paying for. There are no hidden fees.


There is NO set up fee, so you can get started today and all your funds are available to use on the services you require. You can be fully up and running within a day or two, with details of all your diaries, therapies, practitioners and other information fully configured on our system.


Choose which package is right for you, whether that’s Call Answering only to use with your existing diary system, or the Clinic Appointments in-house diary system, with or without the Patient Records features included.



Clinic Diary Clinic Diary & Patient Records Your Own Diary Software
Diary only (per month) £52 £94 n/a
No. diary rooms 3 3 n/a
Additional diary rooms (each) £6.40/month £6.40/month n/a
No. therapists unlimited unlimited n/a
No. users unlimited unlimited n/a
Call answering & diary £95/month – see below £137/month – see below £95/month – see below
Fully secure patient records system No Yes n/a
Create client invoices No Yes n/a
Organise clinical notes No Yes n/a
Upload documents (e.g. scans) No Yes n/a
Body chart No Yes n/a
On-screen consent signatures No Yes n/a
Online booking Optional – See below Optional – See below n/a
Secure card processing Optional – See below Optional – See below n/a
Send email reminders No Yes – free n/a
Send text reminders Yes – 9p each Yes – 9p each n/a



Adding Call Answering to your package means a monthly service charge of £95.00 if using our standard Clinic Diary or 3rd party software, or £137.00 if using our Patient Records Diary. All packages include the first 20 call units.


Our fully trained receptionists answer your calls using your business name, so callers think they have reached you directly. Our knowledgeable receptionists ensure your clients receive the highest level of service.


We answer calls live Monday 8am-6.30pm, Tuesday-Friday 8am-6pm and Saturday 9am-1pm. Out of hours, we can handle incoming calls however you specify, such as routing calls direct to your office, or by setting up a voicemail service for your clients to leave a message.


We automatically record and store all calls for training and monitoring purposes. Individual calls can be retrieved for a preiod of up to 30 days, if required.



We operate a unit based system to calculate the cost of your call answering usage. Each service has a unit cost applied to it, and you only pay for the units you use each month. We offer tiered pricing for units, with the price per unit coming down as your usage increases (see below for more details).


Monthly free units 20
Additional units 1-100 (each) £2.15
Additional units 101-200 (each) £2.05
Additional units 201-300 (each) £1.95
Additional units 301+ (each) £1.90
Answer general calls 1 unit
Relay messages 1 unit
Book / change / cancel appointments 1 unit
Make appointment reminder call 1 unit

Please note that the only times a single call can count for more than one unit is if two or more actions are taken. For example, if the caller books two appointments during one call, then the cost would be two units. Another example would be if an optional extra service is added, where a message alert is sent for any booking we make, change or cancel – in this case the appointment would attract one charge and the message another (total of two charges).

Answering a call and then either relaying a message or booking a single appointment etc. only costs one unit.

The facility to send free email reminders to your clients is only available with the ‘Clinic Diary and Patient Records’ package.

Text reminders are available with both packages and cost an additional 9p per text message sent.





Units Used Clinic App Diary Clinic App Diary & Patient Records Your Own Diary Software
20 £95 £137 £95
100 £310 £352 £310
200 £515 £557 £515
300 £710 £752 £710
400 £900 £942 £900



Online Booking Service

Allow your clients to book their own appointments online. You can choose whether to open up all of your diary to online bookings or just part of it, e.g. only certain therapies, practitioners, days or rooms. This service costs £6.40/month, plus 30p for each booking made online.

Secure Card Processing

This service is provided using an external link to Stripe.

How do I pay for your services?

You pay monthly in advance for whichever package you have selected, then monthly in arrears for any units you use. Payment is made by Direct Debit.


You are not tied in to a long term contract – if you ever wish to cancel you can do so by giving 30 days notice from your next billing date.

What does using Clinic Appointments look like in practice?

At first glance our pricing can seem a little confusing. However, once you start using it you’ll quickly see how it works and how simple it is. Every client is different, but below you’ll find three examples to show how clinics of all sizes can benefit from using Clinic Appointments, as well as how much it would cost in each case:


Example 1

Sam runs a one-woman clinic out of a rented room. She uses the Clinic Diary only package to manage her timetable and uses the Call Answering service as a backup for when she’s with a client and can’t answer the phone herself.

She typically uses 100 units a month, which breaks down to the 20 free units included, plus an additional 80 paid units.

Her total monthly cost with Clinic Appointments is therefore £267.

She’s also planning on testing the text reminder service for each of the 80 appointments she makes each month. This will cost her £7.20, which would easily be covered if even one of her handful of monthly no-shows were to turn up as arranged.


Example 2

The Well Being Partnership has 3 therapists and 3 rooms. They use the Clinic Diary and Patient Records package and rely on the Call Answering service to handle all calls received in the afternoon, when their part-time receptionist has finished for the day.

They have also set up free email reminders for all appointments, which go out automatically the day before the appointment.

They typically use 300 units each month at a cost of £752.

They are experimenting with the Online Booking facility for one of their therapists and have received 12 bookings this way in their first month at an additional cost of £10 (£6.40 monthly fee, plus 30p for each booking).

They have already received positive comments from existing customers who prefer to book online, whilst 4 of the bookings also appear to be from new clients.


Example 3

The Good Health Clinic has 6 therapists sharing 4 rooms. They use the Clinic Diary and Patient Records package to manage their business and all their calls are answered by Clinic Appointments.

They typically spend £942 on 420 units each month, plus an additional £6.40 on the extra diary for their 4th treatment room. As a matter of course, they send out a text reminder for each of the 420 appointments they book, at a total cost of £37.80.

They have Online Booking set up and 40 appointments are booked this way each month. This costs the clinic the £6.40 monthly fee, plus an additional £12 for the transaction fees for a total of £18.40.

In total, the clinic spends £1011.00 with Clinic Appointments each month, which is far less than they were expecting to spend on the new member of staff they were planning to hire before they found us.

Ready to get started?

Account set up is free – when you’re ready, we’ll book your start up session where we’ll configure and activate your account.

Of course, if you’re undecided and still have some questions, we’d be happy to answer them for you. Please call us today on 0800 0789333


Contact us today to discover how Clinic Appointments can help your clinic. Book your free demo call now to learn more.