Management software built only for clinics

The patient who never turns up

A slot is held, the patient doesn't come. The chair sits empty and nobody else can be booked into that hour. Chasing it up falls to reception, and most of the time it's simply forgotten.

✅ One-tap WhatsApp and a deposit. The WhatsApp button on the appointment screen writes to the patient in one click — no hunting for the number in your contacts. If you want a deposit, you set it as a percentage of the service fee; the IBAN and account holder sit ready in the panel. No-shows stay on record on the Cancellations screen, together with the estimated lost revenue.

Bookings taken by phone, written in a book

The book lives in one place, so nobody outside reception can see it. Two patients end up in the same slot, and when a practitioner changes, who is coming and when gets lost.

✅ A calendar and an online booking form. Appointments appear per practitioner on the calendar, and you set the slot length and working hours yourself. Open the online booking form and the patient picks their own time. Auto-confirm or manual confirm, and how far ahead bookings can be made, are your call.

Consent forms on paper, privacy risk on top

Signed forms sit in a cupboard; one goes missing, another was signed incompletely. When the wording is updated, old printouts stay in circulation. Later, nobody can find what a given patient actually consented to.

✅ A Consent & Privacy screen. The consent form ships ready; you edit the privacy notice for your own clinic in Settings. Which patient gave consent, on what date, and whether it was signed, is listed in the panel — no rummaging through a cupboard.

Who did how much work, and where did the card fee go

At month-end the per-practitioner breakdown is added up by hand. Because card fees aren't deducted, the figure in the till never matches the money that reaches the bank, and nobody can explain the gap.

✅ Practitioners, Sales & Cash, End of Day. Every payment is recorded against the practitioner whose treatment it belongs to, and you pull the per-practitioner breakdown from Reports. Enter your card processing rate once and the net amount is worked out on every card payment. The End of Day / Handover screen closes the day's till.

Consumables run out with no warning

Gloves, anaesthetic, single-use kits — nobody notices an item running low in advance. You find out with the patient already in the chair, and the treatment stalls or someone runs out to buy more.

✅ Stock with a critical-level alert. Set a critical level for each item. When the quantity drops below it, the item shows up as a warning on the Overview and in the menu — you see it before it runs out.

Consent & privacy: out of the paper cupboard

Consent is where a clinic wrestles with paper the most. Orbitix moves it onto its own screen: the form ships ready, the signature is captured on screen, and the record is attached to the patient.

• Write your privacy notice — you replace the privacy notice text with your own wording in Settings, and every consent sent from then on uses the current text. Old printouts stop circulating.
• Send the link — pick the patient and send the signature link over WhatsApp. The link is single-use and valid for 48 hours.
• The patient signs — they read the declarations and sign on screen. The moment it is signed the link closes and the consent record is created automatically.
• Look it up later — the Consent & Privacy screen lists which patient gave consent, on what date, and whether it was signed. The record also sits on the patient's own profile.
• The link expires — after signing, or once 48 hours are up, the link is void. Nobody can use the same link twice.
• Adults only — the consent flow is designed for patients aged 18 and over.

No-shows: messaging and deposits

An empty hour never comes back. Orbitix works on two fronts — writing to the patient tackles forgetfulness, a deposit tackles not turning up at all. Neither is compulsory, so your clinic uses whichever of the two it wants.

• Write on WhatsApp — the button on the appointment screen writes to the patient in one click, with the number and name already filled in.
• Message a group at once — filter patients by tag, source or registration date and write to them from the Bulk Message screen.
• Deposit — set as a percentage of the service fee. The IBAN and account holder sit ready in the panel for when you message the patient.
• Online booking approval — auto-confirm or manual. With manual confirmation, a request holds no place on the calendar until you approve it.
• No-shows stay on record — cancelled appointments are archived on the Cancellations screen: how many, for what reason, and the estimated lost revenue, all on one screen. Restore one with a single tap if you need to.
• Follow-up appointment — created from the appointment detail in one click, 15 days ahead.

Practitioner earnings and card fees

Practitioners rarely all work on the same terms. Orbitix lets you set a commission rate per practitioner and totals earnings from completed treatments itself, so you never have to build the month-end breakdown by hand.

• A rate per practitioner — define a separate commission rate for each one. The Practitioners screen shows their total earnings, the amount paid and the balance remaining side by side.
• Advance deduction — an advance leaves the cash account and is booked as a debt against that practitioner. At period end, total gross, advances paid and net payable each appear on their own line.
• Card processing fee — enter your card rate once. On card payments the fee is booked as an expense on its own and the net reaching the till is shown as it is, so the gap between the till figure and the money at the bank doesn't disappear.
• Branches and reports — if you run more than one site, revenue comparisons per practitioner and per branch come from the Reports screen.
• Everything else in the same panel — recurring payments such as rent, internet and electricity, internal notes and a password vault sit alongside, so the running of the clinic isn't split across tools.