Clinic management systems, deployed and configured for your practice
We set up KiviCare — a self-hosted clinic and patient management system — configure it around how your practice actually runs, migrate the records you already hold, and connect it to the tools you use. You own the system and the data; we do the work of making it fit.
Where the time actually goes in a clinic
Most practices do not have a software problem in the abstract. They have a receptionist playing phone tag to move one appointment, a filing cabinet or a spreadsheet that only one person really understands, and a Friday afternoon spent working out who has not paid.
The specific costs usually look like this:
- Rebooking by phone because patients cannot move their own appointments
- No-shows that a reminder would have prevented
- Patient history spread across paper notes, a spreadsheet and someone’s memory
- Invoices raised by hand, and chased by hand
- Practitioner diaries reconciled manually when someone changes their hours
- Month-end reporting assembled from scratch every month
None of that needs bespoke software written from nothing. It needs a system that already does these things, set up properly around the way your practice works.
What the system handles
KiviCare is a clinic and patient management system for WordPress. Four areas cover most of what a practice runs on day to day.
Appointments and scheduling. Availability set per practitioner and per weekday, with conflict prevention so two people cannot take the same slot. Patients book and reschedule themselves through a portal. Email reminders come as standard; SMS via Twilio and WhatsApp notifications are available on the Pro tier, as is Google Calendar sync.
Patient records. History kept encounter by encounter, so a visit, its notes and its documents stay together rather than in three places. Patients can see their own history through the portal, which removes a surprising amount of reception workload.
Billing and invoicing. Charges built from the services you actually offer, invoices generated from the encounter rather than retyped, and payment through the gateways you already use.
Practitioners, staff and reporting. Profiles carrying specialisation, services and schedule, assignable across locations if you run more than one. A dashboard for the day-to-day view, with more detailed reporting on the Pro tier.
There is no stock or inventory module. If you need to track consumables, that is either a separate system or custom work, and it is better to know that before you start than after.
A system you own, rather than a subscription you rent
The established products in this market — Cliniko, Pabau, Semble, WriteUpp — are hosted services. You pay per practitioner per month, the data lives on the vendor’s infrastructure, and your practice adapts to how the product is designed. For many clinics that is exactly the right answer, and if it is, we will say so.
The self-hosted route trades that convenience for control. The licence is yours, the installation runs where you decide, the data is in a database you can reach, and the system can be changed where your practice does something the product did not anticipate. What you take on in exchange is maintenance: WordPress updates, backups, monitoring and the occasional plugin conflict. That is real, and it does not disappear because we are the ones doing it.
Where patient data lives
Patient records are special-category data under the UK GDPR, which means the question of where they sit is not a technical detail to settle later. There are two models and you choose before anything is installed.
You host it. The system runs on your own infrastructure. Patient data never reaches us, and you remain the sole data controller. This is the simplest answer to every question your insurer, your regulator or a patient might ask, and it is what most practices should choose.
We host it for you. We operate the installation, which makes us a data processor handling health data on your behalf. That requires a written processing agreement covering where data is stored, who can access it and what happens when the relationship ends. It is a perfectly normal arrangement, it is just one with paperwork attached.
On the software itself: KiviCare added end-to-end encryption for sensitive patient data in version 4.3.
What we will not tell you is that we are certified. ClickVente holds no ISO 27001, no Cyber Essentials and no HIPAA attestation. If your practice needs a certified processor — because a contract or an insurer requires it — then self-hosting is your answer, or a vendor who holds those certifications is. We would rather lose the work than imply an accreditation we do not have.
What we actually do
The software is the starting point, not the deliverable. The work is making it match a practice that already exists.
- Licensing and installation, on your infrastructure or ours
- Configuration: your services, your fees, your practitioners, their real availability
- Migrating what you already hold — spreadsheets, paper, or an existing system
- Connecting it to your website so booking starts where patients already are
- Integrations: calendar sync, payment gateways, accounting, messaging
- Automating the repetitive parts — reminders, follow-ups, recalls, recurring reports
- Training your team, and written handover so knowledge does not sit with one person
- Ongoing maintenance and updates, if you want them
What we need from you
A deployment goes quickly when these are ready, and slowly when they are not:
- A decision on hosting — your infrastructure or ours
- Your current patient data, in whatever state it is in
- The list of services you offer and what each costs
- Real practitioner availability, including the awkward exceptions
- One person who can make decisions and sign things off
Questions we get asked
Is this your own software?
No, and we would rather tell you now than have you find out at first login. The system is KiviCare, built by Iqonic Design; the licence is held by BorsMedia, our sister company. What we provide is the deployment, the configuration around how your practice runs, the data migration, the integrations and the ongoing support. The core product is maintained by its vendor, which is a good thing — it means the software keeps getting updates whether or not you are still working with us.
How is this different from Cliniko, Pabau or Semble?
Those are hosted products: you rent a seat per practitioner per month, the data sits on the vendor’s servers, and you fit your practice to how the product works. This is self-hosted: you hold the licence, it runs on infrastructure you choose, and it can be modified where your practice does something the product did not anticipate. The honest trade is maintenance — a hosted product is somebody else’s problem to keep running, and a self-hosted one needs updates, backups and monitoring. That is part of what we do, but it is a real cost either way.
Where does patient data actually live?
Whichever you choose. If you host it, patient data never touches our systems and you remain sole data controller — the simplest answer to the UK GDPR question, and the one most practices prefer. If we host it for you, we become a data processor handling special-category health data, which needs a written processing agreement setting out where data is stored and who can reach it. We will walk through both before anything is installed.
Can patients book their own appointments?
Yes. There is a patient portal where they book, reschedule and see their own appointment history, and it can be connected to your existing website so booking starts from the page they already land on. Email reminders are standard; SMS through Twilio and WhatsApp notifications are available on the Pro tier.
We run more than one site. Does that work?
Yes, on the Pro tier — multiple clinics from one dashboard, with practitioners assignable across sites and their availability set per location. If you are running a single site today but expect a second, it is worth saying so at the start, because it changes how services and practitioners are structured.
What happens if we want to leave, or outgrow it?
It is your installation on your infrastructure, running on WordPress and MySQL. The data is exportable and another developer can pick it up — there is no proprietary format and no lock-in to us specifically. We would rather you stay because the work is good than because leaving is painful.
Not sure it fits your practice?
Tell us how your clinic runs now — the bookings, the records, the billing — and we will tell you whether this is the right system, including if it is not.
Book a free consultation