A small practice usually runs on an appointment book (paper or a generic calendar) and practice software the practice bought years ago. The recall list is a spreadsheet somebody keeps, and confirmations are phone calls made one at a time.
The front desk has three calls waiting while checking in a walk-in and rebooking a no-show. A recall for an annual cleaning slips because the spreadsheet wasn't updated.
We build custom software for small practices: online booking that follows your rules, recall and reminder messages, intake forms and the front desk's daily view.
Patient information is protected by Canadian privacy law. In Ontario, almost everything a practice holds about a patient, even the appointment list, is personal health information under a law called PHIPA. We build booking, recalls, intake and billing to those rules.
Intake forms that ask about health history sit further inside those rules than an appointment list does, and we talk that through before the proposal. Full clinical charting, or a connection to a regulated medical records system, is a bigger conversation. Sometimes a specialist health software vendor is the better fit, and we'll say so on the first call.
Things we could build for practices
- Online booking that follows your rules: appointment types of different lengths, provider preferences, room or chair assignments, buffer times. Patients would book within the limits you set, and the front desk would confirm.
- Recall and reminder messages by text or email at the interval your practice uses, with replies routed back to the front desk.
- Intake and consent forms sent ahead of the appointment and stored against the patient record.
- A front-desk daily view: today's schedule, no-shows, outstanding balances and the recall numbers the practice owner wants to see each week.
- A patient record with contact details, appointment history, recall schedule, family links and communication preferences, searchable by name, phone or file number.
- Billing records that flow into QuickBooks, with balances tracked per patient and per insurer. If you use a different accounting program, we'll tell you on the first call whether it can be connected.
Booking and recalls make a natural first piece. The rest can follow.
The per-provider program
Practice management programs charge per provider and have no setting for a scheduling rule that only applies to one long-time patient, or for the way your hygienists rotate rooms. A custom tool is built around your rules, and there's no per-provider fee.
Pricing and ownership are on the work with us page.
Common questions from practices
How do you handle patient privacy?
Your records live on hosting you pay for in your own name, and where they physically sit depends on the hosting company you choose. If they have to stay in Canada, pick a Canadian host, and we'll help you choose one. Only the people you give logins to can see them.
If you send us real records during the build so we can test with them, we delete our copy when the project ends. The handover document explains how to answer a patient who asks to see or correct their information.
Does anything leave Canada?
Text reminders pass through a text message company outside Canada, and a text carries only the appointment details you choose, which can be as little as a date and a time. Email reminders and everything else stay on your server.
Can it connect to the practice software we already have?
Sometimes. Some practice programs have a way to connect and some don't, and we'll tell you which yours is during the first call. When it can't be connected, the new tool sits alongside it and handles the parts the old program does badly.
Our front desk isn't technical. Will they manage?
It's built around how your front desk works now, in the words your practice already uses, and we walk the desk through it when it goes live.
Getting started
Book a short, free call about how your practice runs now and whether the privacy rules change the plan. Request a call, or fill in the estimate form.