Practice Management Software for UK Clinics

The problem

Separate tools for the diary, notes and invoices cost clinics hours a week

A booking tool here, notes somewhere else, invoices in a spreadsheet and reminders on someone's phone. Every hand-off between them is admin time, and every gap is a DNA nobody saw coming.

11% → 6.3%

DNA rate with automated reminders, versus without

Across 715 UK private clinic owners surveyed for the HMDG Private Practice Barometer, clinics with automated reminders reported a 6.3% DNA rate against 11% without them.

Source: HMDG UK Private Practice Barometer, 2026

Patients who can't cancel or rebook themselves

When rearranging means phoning reception in working hours, many patients simply don't turn up. Self-service cancel and rebook turns those gaps into filled slots.

Reports that don't show the numbers that matter

Diary utilisation, rebooking rate, DNA rate and revenue per clinician are the figures owners ask for, and most tools make them a spreadsheet job.

One record behind every diary slot

Every booking opens the full patient picture

Click through the tabs to see what a clinician and the front desk see from a single appointment: history, notes, documents, messages and invoices, all on one record.

Everything a clinician needs before the patient walks in: next appointment, what they're taking, the last note and any forms still open, on one screen.

How it works

Up and running in three steps

Import, connect, go live, with a named onboarding lead throughout.

Import your patients and diary

Bulk import from spreadsheets or your current system, with appointment types, clinicians, rooms and locations set up for you.

Connect your channels and systems

SMS, WhatsApp and email are connected in your first days; your calendar, accounting and any other system you run follow during onboarding.

Go live with a named onboarding lead

Reminders start sending, patients book online, and your team has one person to call, in UK hours, from day one.

Practice management, in detail

The whole practice, in one workspace

Diary, notes, forms, reporting and permissions that share one patient record and one login.

A diary your whole team can run

Clinician, room and location diaries in one view, with online booking that lets patients book, cancel and rebook themselves within the rules you set. Deposits, buffers and lead times keep the day running the way you planned it.

Clinician, room and multi-site diaries
Online booking with self-service cancel and rebook
Two-way sync with Google Calendar and Outlook

See it in a demo

Clinical notes and records in one patient profile

Structured notes, templates, body charts, documents and letters sit on the same record as every message and invoice, so anyone with the right role sees the full picture.

Note templates and body charts per discipline
Letters, documents and results on the record
Full history with an audit trail of who did what

See it in a demo

Forms, consent and questionnaires, online

Registration forms, consent and outcome questionnaires are completed before the appointment from a link or the portal, and land on the record ready for the clinician.

Registration, consent and outcome measures
Sent automatically before the appointment
Completed answers stored on the record

See it in a demo

Reporting on utilisation, rebooking and DNAs

Dashboards for the numbers owners actually track: diary utilisation, rebooking rate, DNA rate, revenue per clinician and per site, without exporting to a spreadsheet.

Diary utilisation and rebooking rate
DNA rate by clinician, site and appointment type
Revenue per clinician and per location

See it in a demo

Roles, permissions and multi-site control

Role-based access means reception, clinicians, managers and owners each see what they need and nothing more, across one site or ten, with every action logged.

Custom roles and permissions
One account for every location
Full audit log of every change

See it in a demo

Role	Records	Messaging	Billing	Settings
Admin	✓	✓	✓	✓
Clinician	✓	✓	–	–
Receptionist	✓	✓	–	–
Billing	–	–	✓	–

Security & reliability

Built for healthcare, trusted with patient data

Defence in depth, from the first message to the last record. This is how we operate, not a badge.

Encrypted in transit and at rest

Connections use current TLS with HSTS, and stored data is encrypted with keys managed by our cloud provider.

Least-privilege, role-based access

Permissions come from defined roles, privileged access needs multi-factor authentication, and rights are reviewed regularly.

Monitored and logged

Security-relevant events are recorded, retained and reviewed so unusual activity can be investigated quickly.

Backed up and resilient

Critical data is backed up regularly and protected like production, with processes to restore service after a disruption.

Hosted where you need it

UK clinics are hosted in the UK by default; deployment in other regions, including the UAE, is available on request with the same protections.

Connected to your systems

Capra connects to the record, calendar, accounting, messaging and claims systems you already run; integrations are built with you during onboarding.

Works with the tools you already use, with human support in UK and UAE hours

Google Calendar
Microsoft Outlook & Teams
SMS (Twilio)
WhatsApp Business
Email (DKIM verified)

See every integration Read our security practices

FAQ

Questions, answered

What is practice management software?

Practice management software runs the business side of a clinic: the diary and online booking, appointment reminders, patient records and clinical notes, forms, invoicing and reporting. Capra combines all of these with WhatsApp, SMS and email messaging and a patient portal in one workspace.

What does Capra's practice management software include?

Clinician, room and multi-site diaries with online booking; SMS, WhatsApp and email reminders; clinical notes, templates and body charts; online forms and consent; invoicing; reporting on utilisation, rebooking and DNAs; a patient portal; role-based permissions and audit logs. The product is configurable by role, so each clinic sets it up for its own specialities.

Can patients book, cancel and rebook online?

Yes. Patients book from your website or the portal within the rules you set, and can cancel or move an appointment themselves without phoning reception. Each change updates the diary and triggers the right reminders.

Does it work with the systems we already use?

Yes. Google Calendar and Microsoft Outlook and Teams sync two-way today, and your accounting package, insurer billing, clinical system or anything else you run is connected during onboarding by Capra's own team.

Where is our data hosted?

UK clinics are hosted in the UK by default. If your organisation needs its data held in another region, Capra is deployed there on request, with the same encryption, access control, backup and audit practices described on our security page.

What support do we get?

Human support in UK hours, by email and phone, from a named team. Every new clinic has a named onboarding lead from the first call to go-live.

Can we run more than one site from one account?

Yes. Locations, rooms and clinicians live in one account with per-site diaries, permissions and reporting, so a group sees every site in one view while each site sees only its own.

Is it suitable for physiotherapy, aesthetics, therapy and private GP practices?

Yes. Note templates, forms, appointment types and roles are configured per discipline during onboarding, so a physiotherapy clinic, an aesthetics clinic, a counselling practice and a private GP service each get a setup that matches how they work.

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