Software for private clinics that frees up the front desk
Software for private clinics, dental and specialist practices: we build online booking, reminders, intake forms and staff tools around your medical records program, so the front desk spends less time on the phone and more with patients.
Overview
A private clinic runs on two kinds of software. The first is the medical records program: patient files, findings, prescriptions and the exchange of health data with CEZIH, the central health information system that Croatian law requires healthcare providers to use. That is specialised, regulated software and we leave it where it is. The second is everything around it - booking, reminders, forms, treatment plan quotes, staff and room schedules - which in many practices still means a phone, a paper diary and a nurse re-typing a questionnaire.
That second part is what we build: operational software for the clinic, not software that diagnoses or suggests treatment, which can fall under the EU medical device rules and is not our work. If a ready-made booking app or your records program already covers how you work, keep it - we will say so on the first call. Custom work pays off when you have several doctors, rooms or locations, services with their own preparation rules, or patients who pay themselves and expect a smooth experience.
Where it hurts
- Our receptionist spends the whole morning on the phone booking appointments instead of looking after the patients in the waiting room.
- Patients do not turn up, and we only find out when the slot is already lost.
- New patients fill in a paper questionnaire, and a nurse then types it into the system by hand.
- Dental treatment plans and quotes are written in Word and sent by e-mail, and nobody knows which ones were accepted.
- Doctors, rooms and equipment are scheduled in a spreadsheet that only one person understands.
What we build for private clinics and practices
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Online booking with your rules
Patients book the right service with the right doctor, with preparation time, room and equipment taken into account, and self-payers can pay a deposit.
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Reminders and confirmations
Automatic SMS or e-mail reminders with a one-tap confirm or cancel, so freed slots can go to patients on the waiting list.
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Digital intake forms
Questionnaires and consents filled in on a phone before the visit, stored securely and ready for the doctor, without re-typing.
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Treatment plans and quotes
Multi-visit plans with clear prices for the patient, acceptance tracked online, and the follow-up visits booked from the plan.
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Staff and room scheduling
Doctors, nurses, rooms and equipment across one or several locations, with shift changes and absences visible to everyone who needs them.
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AI front-desk assistant
An AI agent answers routine questions about opening hours, preparation and prices, and books or moves appointments - it never gives medical advice.
How we work together
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A morning at reception
We spend time at your front desk and with the medical team, list every call, form and handover, and agree which data never leaves your records program.
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Data protection first
Before building, we agree what health data the new tool may hold, where it is stored, who can see it and how long it is kept, and sign a data processing agreement.
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One clinic or service first
The first version goes live for one location or one service line, so patients and staff test it before it reaches the whole practice.
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Your development department
After launch we stay on a monthly basis: maintenance, security updates, new services in the booking and changes as your practice grows.
No project price list. A fixed price before we start.
Every project is different, so the price depends on what you need and how much of it. The first call is free of charge, and you always get a fixed price in writing before any work starts - no surprises.
- 01The first call is free and commits you to nothing
- 02You get a fixed price in writing before work starts
- 03You own the code and data once the work is paid for
- 04Hourly work and extra developers: €40-60 per hour
- 05After launch: software maintenance and development, monthly
Solutions for this industry
- 01 Custom booking system Booking for appointments, tables, rooms, rentals and classes, built around your staff, resources, deposits and rules.
- 02 Internal tools that replace spreadsheets Small web apps that replace the shared spreadsheets behind quotes, stock, scheduling and approvals, with roles and history.
Further reading
- 01 Building software for a regulated industry (fintech, healthtech, edtech): what changes What changes when building software for fintech, healthtech, or edtech. Compliance requirements, certification costs, and planning for regulation.
- 02 GDPR and custom software: what business owners must know A practical guide to GDPR compliance in custom software in Croatia: requirements, costs, the biggest traps, and how to avoid fines.
Related industries
- 01 Software for consultancies and professional services firms Client portals, proposal and report generators, AI on your own documents and method tools for consultancies, agencies and advisory firms.
- 02 Software for law firms and notaries Document templates, secure client portals, client intake and private AI search for law firms and notary offices.
Services behind it
- 01 Custom software development Web apps, mobile apps, internal tools and platforms built around your processes - including takeovers of existing code.
- 02 Business process automation Orders, invoices, reports and approvals that move between your systems on their own, with people only where judgement is needed.
- 03 AI agents and assistants AI agents and assistants for support, sales, documents and operations, with guardrails, data privacy and human approval.
Questions
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01 Do you replace our medical records program or the CEZIH connection?
No. Patient files, findings and data exchange with CEZIH stay in the specialised program you already use. We build the operational tools around it - booking, reminders, forms and scheduling - and they work alongside that program.
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02 How do you handle patient data and GDPR?
Health data is a special category under GDPR, so we keep as little of it as possible in the tools we build, store it on servers in the EU, restrict access by role and log who opened what. You remain the controller of your patients' data, we sign a data processing agreement as the processor, and your data protection officer or lawyer has the final word on the legal side.
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03 Is the software you build a medical device?
We build booking, communication and scheduling software, which is not intended for diagnosis or treatment. Software with a medical purpose - for example one that suggests a diagnosis - can fall under the EU Medical Device Regulation, and that is outside our work. If an idea moves in that direction, we will tell you before anything is built.
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04 How much does software for a private clinic cost?
The price depends on scope - the number of doctors and locations, which parts you need first and how your practice runs today. That is why we do not publish a price list. The first call is free, and the price is agreed in writing before any work starts.
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05 Is this only for large polyclinics?
No. A single dental or specialist practice often starts with online booking and reminders, and adds intake forms or treatment plans later. Pharmacy chains usually start with internal tools for staff schedules and stock between locations.
How many calls does your reception take?
Tell us how booking and paperwork run in your practice today. The first call is free, and the price is agreed in writing before any work starts.
Completely free. No commitments.
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