Case study · Healthcare

From paper and memory to a fully digital practice

A healthcare provider in Surrey, established 29 years ago, was running on paper files and the owner’s memory. I was brought in to digitise the practice and provide ongoing office manager support.

I’ve worked alongside the owner since 2016. In that time we’ve changed how the whole practice runs, worked through GDPR changes, come through Covid, navigated a difficult personal time for the owner and restructured the accounts together.

Sector
Healthcare
Location
Surrey
Business
Established 29 years
Working together
Since 2016

The starting point

The practice ran on paper. The diary, patient records, charts, invoices and filing were all kept by hand, and a great deal of business information lived in the owner’s head.

It worked, but everything depended on her being there and it took up time she wanted to spend with her patients, and it left little room for the business to grow.

Finding the right clinic software

I undertook clinic management software systems research to find one that suited the way the practice works and that was compatible with her current financial software. Following discussions and trials, I set it up and moved the practice across. The software now handles:

  • Diary management and online booking
  • Clinical charting and medical records
  • Billing
  • Digital patient filing
  • Patient communications, including appointment reminders

A new website

I created a new website to give people a window into the business: who the practice is, what it offers, a blog, testimonials and resources for patients.

Communications

Using Mailchimp, I have maintained her contacts, drafted and sent Mailchimp Newsletters to reflect the business messaging.

Accounts and Making Tax Digital

When Making Tax Digital came in, I helped restructure the accounts so the practice was ready for it and the bookkeeping stays straightforward. I maintain her Xero accounts and communicate with her tax advisors when required.

Whatever life throws at us

As her flexible Practice Manager, I handle all of the practice’s correspondence, and I help the owner with whatever comes up on the work side, planned or not.

Through all of it, the office is kept running, so she could focus on her patients and on what mattered most.

What changed

  • Paper files gone

    Patient records, charts and filing are all digital, secure and easy to find.

  • Online booking and reminders

    Patients book online and get automatic appointment reminders.

  • Faster billing

    The clinic software bills the patient at point of sale so payment is taken immediately and receipts are automatically issued.

  • MTD-ready accounts

    The books are restructured and ready for Making Tax Digital.

Still running your business on paper and memory?

Whether you need one project done or support that flexes with you for years, let’s talk about what would make the biggest difference.

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