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If St. George’s Hill Can Go Paperless, Then So Can You!
Customer Case Study: St George’s Hill Lawn Tennis Club
St George’s Hill Lawn Tennis Club clinical manager Katie explains to us how using ClinicSoftware has changed the way that their system works saving them space and time.
What do you offer at St. George’s Hill Spa?
We offer a varied list of treatments such as waxing, manicures, pedicures, facials, the list could go on. The top three treatments that we predominately do here is sports massage, facials and manicures and pedicures- to get people ready for events or special occasions and holidays.
What is your main feature on ClinicSoftware.com?
We use ClinicSoftware.com for client consent forms, this has changed our paperless forms that we were using before, we have now gone to the iPads and everything accessed electronically.
We have our clients already as members on the system. If they are new to the spa then all their details and medical records are on the iPad. This enables us therapists to see if there is anything we need to flag up. We can save this and edit it at anytime and update it anytime they come in.
What is your favourite feature on ClinicSoftware.com?
My favourite feature is the client consent form because as I said we need to know medically what is going on with our clients and ensure that we are up to date with everything we are doing with the client and make sure we tailor the treatment to them.
We can search for any client, its just a case of putting their surname or scroll down alphabetically its very easy to find the client you are looking for. We used to have a filing cabinet full of paper forms. Now we just have the iPads its all on here, we have tonnes more space that we can retail from so this has helped us massively. We used to just use the paper forms now we have the iPad. This has taken us into a new league.
What other features do you use?
The other features we have is scanning your barcode. So you type in the client name and find them, you would then scan the iPad with the barcode and the barcode is individual to every client. This would just bring up their personal information.
Why did you choose ClinicSoftware.com?
We chose ClinicSoftware because it was a step in the right direction for us. From paper forms to iPads they are very technical and deal with any technical issues if we have any quickly and are very efficient. I would definitely recommend them.
How is the communication between you and the support department?
You’r support department is very good. If there are any issues Alex or another member of the team are quick to get on the case and solve the problems.
Do you use any special features in ClinicSoftware.com?
Yes we have our own personal form on the ClinicSoftware.com which is personal to us as a club and we also have separate consultation forms. So for the physio team if they have their own specific questions then they can pick a form depending on the treatment they are giving. When a client comes in they check all their medical questions we also type in what treatment they are receiving that day, check who is doing the treatment and then sign at the bottom and agree that everything is relevant and up to date regarding their medical history and then from there we sign it ourselves as a therapist.
Do you have any new features on the software?
We have a new feature with the GDPR which allows clients to choose if they want to receive any marketing or appointment emails and they can choose to opt in or out.
How many forms do you produce on average per week?
We produce a few 100 a week, we are always updating our forms making sure that we answer to ever client that comes in making sure they sign the form, for insurance reasons. We save a lot of space by doing this on the iPad now. Anything that the client needs to change or edit we can edit it at anytime.
Check out our video testimonial above and see how St George’s Hill Spa save time with their paperless consultation forms!
Starting From Next Week We Will Have a Dedicate Forum for Q & A
Starting from next week we will providing a new way through the industry to learn more, exchange topics, share business ideas and their business experience. Also providing the capability to sell your product or for you to buy a new product such as laser hair removal machines.
Our community platform will enable your business to open new opportunities and business partnerships. You have a chance to receive all the answers to your questions not only from a single team but from the whole industry.
-You will have the capability to create new topics and posts inside the community.
-You will have the access to post questions and receive answers from the whole industry and engage in new topics and structures related to your business.
-To connect with existing and new business owners where you have the opportunity to share similar problems the business may face an find solutions together.
The community will be known as Everybody knows Everybody. Here you will be able to connect with different businesses, create partnerships, create better ways of managing the businesses.
Click the link below to access:
Starting From Tomorrow You Will be Able to Read Weekly Business Tips posted on our new Blog
Starting from tomorrow you will be able to read weekly business tips posted on our new blog!
Stay Tuned to find out more!
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The Family That Keeps on Growing: Welcome to the ClinicSoftware.com Family
ClinicSoftware.com is proud to announce its expansion into the hair and spa management industries. We will be providing services for both sectors maximising company exposure to all service lead industries.
We will be tailoring our software to both Hair Salons and Spa Management.
Click the links below to check our new websites!
ClinicSoftware.com is Now Translated in 20 More Languages!
ClinicSoftware.com is now translated in Spanish, Czech, Estonian, Latvian, Lithuanian, Portuguese, Swedish, Slovenian, Slovak, Hungarian, Greek, German, Italian, French, Polish, Bulgarian, Danish and Dutch; with many more to come in the future. This will allow us to retain a global reach and revolutionize the way customer relations management is used in other countries.
What Our Customers Say About Us
Designed To Save You Time, Designed To Make You More Money, Designed For You. Real-Time Full Control.
It Is Time To Take Control Of Your Business.
Don’t just take our word for it, check out our own testimonial videos below to see and hear what existing customers think.
The Ultimate Clinic Software. Clinic Software Is A Complete Up-to-Date Software That Takes Care Of Every Single Aspect Of Running Your Business.
We offer 100+ Features for a total management.
Read On To Learn Why We’re Loved By Clinic Owners And All Our Customers. Managing just one or hundreds of professionals is easy!
We Offer More Than Just A Software. Make your Clinic more profitable. Make your Clinic more efficient! Make the most of your time!
How We Provide Training
We Provide First Class Professional Support!
We are Local! Located in the heart of the city in London Liverpool Street
We provide help and support via:
Online: Using Skype, Our ID - ClinicSoftware.com
Online: Webinar - www.Join.me/ClinicSoftware
Ticketing System: Open ticket, set up priority, upload file, receive answer.
In person at your business address: We came over to you.
International Statistical Classification of Diseases And Related Health Problems 10th Revision
ClinicSoftware integrates the ICD-10 Database - International Statistical Classification of Diseases and Related Health Problems 10th Revision.
ClinicSoftware.com gives you the ability to fast lookup of all current ICD-10-CM (diagnosis) and ICD-10-PCS (procedure) medical billing codes.
The 2018 ICD-10-CM/PCS code sets are now fully loaded on ClinicSoftware.com. 2018 codes became effective on October 1, 2017, therefore all claims with a date of service on or after this date should use 2018 codes.
Migrate to Clinic Software
Considering switching to Clinic Software® ?
Let us handle the migration for you.
We offer two free migration options
We'll import your contacts for you and we'll rebuild a single automation workflow for you. Average turnaround time is 3-5 business days.
We'll import your contacts, services and courses, and build your consent forms.
Average turnaround time is 2-3 weeks depending on the complexity and number of workflows to be rebuilt.
Frequently Asked Questions
How long will my migration take?
We complete migrations as quickly as possible. The complexity of your migration (and our current volume) will determine the timeframe. After you submit your migration request we will contact you by email to work out an estimate.
What if there are differences in functionality between providers?
In instances when there isn't perfectly analogous functionality, we'll make note of those differences so you're aware of any changes. If you're wondering about specific features and functionality, feel free to ask our support team if that will be included in the migration.
Is there anything you can't or won't migrate?
Our Expert Migration service does not include custom coding so, for instance, if you have functionality that needs to be ported submit your request and we will contact you by email.
I want to do my migration myself, do you have any resources to help me?
Yes, we can provide you with a comprehensive migration guide and assist you in migrating your data.
General Data Protection Regulation
What is GDPR and why will it affect my business? What data in Clinics is affected by GDPR? Who is responsible for what?
Becoming GDPR compliant
GDPR directly affects personal data: In a clinic, what exactly is personal data? Any information related to a person, for example name, date of birth, NINO number, address, medical details, phone number, photograph can identify an individual is also considered personal data, medical details, skin conditions, medication, constitutes sensitive personal data and additional care must be taken when processing it. It is vital for staff members to understand the financial consequences that may occur as a result of its mishandling. As you can see, you are currently collecting daily a lot of data that GDPR applies to!
ClinicSoftware.com Can Help You Become by:
-Consent & Signature
Providing you with the industry’s first fully digital paperless compliant consultation forms meaning you opt-in all clients and their consent via email, sms text and online in a traceable way as per GDPR legislation!
-Marketing & Signature
Giving you filters and tools to create marketing campaigns using email, newsletter, social media and SMS that are opted-in and won’t get you in trouble when clients request a copy of their consent as per GDPR legislation!
-All Data You Send On Clinic Software® Is Encrypted
All communications with our servers are encrypted with SSL/TLS (warranty of $1,750,000) meaning you and the team are protecting your clients’ data from leaking! For improved Security we also offer the ability to use two-factor authentication!
You can be fined up to 4% of revenue capped at 20 million euro e.g. If your Clinic’s turnover is £500,000 you could pay a fine of over £20,000.
There are two core parties responsible for data protection with GDPR: the “data controller” and then the “data processor”. As a clinic, you are the controller. You collect the data and choose how that data is collected and how to use that data for styles, colours, treatments, marketing, offers, promotions, emails, sms texts, etc. In other words, you are making decisions on how your clients’ personal data should be collected and used.
ClinicSoftware.com is a processor, as it is a tool that can help you do this. This is the perfect example of why you need a GDPR-compliant Software: If you are using pen and paper and an online email tool for example, it will be virtually impossible to provide all of the data above.
After four years of preparation and debate the GDPR was finally approved by the EU Parliament on 14 April 2016. Enforcement date: 25 May 2018. The regulations will be put in place regardless of Brexit negotiations, and we are aware of the huge effect this will have on ClinicSoftware.com as a software, as a SAAS provider, and on our customers.
We started investigating the new regulations in July 2017, and have been actively working with our team and advisors to gain a full understanding of the implications, and create a number of action plan for what we will be doing to ensure we are compliant 100% with GDPR, pre 25th of May. We will also offer as much support as possible to our customers in providing their own GDPR (General Data Protection Regulation) compliance.
Please note that we will advise our customers where possible, provide tools, where possible, to enable GDPR compliance to our customers, our role as the data processors is standalone, meaning the data controllers (software users) will need to manage their own internal investigations in line with GDPR, as to ensure their compliance with European Commission rules and regulations.
Union, and the European Commission intend to strengthen and unify data protection for all individuals within the European Union (EU). It also addresses the export of personal data outside the EU.
The GDPR aims primarily to give control back to citizens and residents over their personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU. When the GDPR takes effect, it will replace the 1995 Data Protection Directive (Directive 95/46/EC).
Getting ready for the GDPR
GDPR checklist for data controllers
Designed to help you, as a data controller, assess your high level compliance with data protection legislation. Includes the new rights of individuals, handling subject access requests, consent, data breaches, and designating a data protection officer, under the upcoming General Data Protection Regulation.
GDPR checklist for data processors
Designed to help you, as a data processor, understand and assess your high level compliance with data protection legislation. Includes the new requirements for data processors, the rights of individuals, data breaches, and designating a data protection officer, under the upcoming General Data Protection Regulation.
What information does the GDPR apply to?
The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.
This definition provides for a wide range of personal identifiers to constitute personal data, including name, identification number, location data or online identifier, reflecting changes in technology and the way organisations collect information about people.
The GDPR applies to both automated personal data and to manual filing systems where personal data are accessible according to specific criteria. This could include chronologically ordered sets of manual records containing personal data.
Personal data that has been pseudonymised – eg key-coded – can fall within the scope of the GDPR depending on how difficult it is to attribute the pseudonym to a particular individual.
Sensitive personal data
The GDPR refers to sensitive personal data as “special categories of personal data” (see Article 9).
The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual.
Personal data relating to criminal convictions and offences are not included, but similar extra safeguards apply to its processing (see Article 10).
Top tips for getting your business GDPR compliant! We can help you!
-Store client information more securely than never before; no more paper notes and manual work. There’s many ways ClinicSoftware.com management system can help you gather, obtain and store client information and access securely having everything encrypted with SSL Security Certificates..
Enjoy peace of mind. ClinicSoftware.com helps keep your data under lock and key with personalized security settings, so you have the power to choose who can access what and activate 2 Factor Authentication for all your users.
Your software system is the heart of your business. This feature automatically takes a back-up of your data, protecting you against any unforeseen disasters such as theft.
Make sure you have all the boxes ticked with custom consent forms that suit your unique business needs. Capture essential details such as contraindications, obtain client consent before you provide a service and save space in the same time.
-Online client information cards
This handy little feature makes capturing client information from any device. Your clients simply enter their details on an iPad or tablet and your system is instantly updated and sync in real time.
Keep track of customers progress and empower your team to deliver the highest quality treatments with detailed visual records of each customers visit. Compare before and after images and look back on details of past procedures.
-Set and send marketing on autopilot
Be active with consent and get your clients to opt-in and keep in touch using automated feature. Once opted in, you can set up your SMS and email marketing campaigns so they automatically deliver personalized communication.
ClinicSoftware.com is registered and comply with Data Protection Act and Ready to comply with GDPR starting from 25 May 2018.
How to Grow Your Business
The Industry has changed the game for small businesses. The right technology can turn a company from a small business player in an industry to a major threat to established enterprise companies. Organising, supporting, and enabling a small business with a software solution like ClinicSoftware.com can help that next level well and propagate the selling power previously reserved only for big companies with big teams of developers in house and a other different software with different tasks and people.
Let’s take a look at the few ways ClinicSoftware.com gives small companies big business power:
• All Tools in One Place
• Grow your Business
• Reports as You Need Them
• Grow your Productivity
• Tablet Consent Forms
• Online Booking fully responsive and & Mobile
We will show you couple of possibilities for how ClinicSoftware.com can help companies and appointment-based businesses of any industry and size such as clinics, spas and beauty salons.
Companies begin with a classic relationship of Business to consumer (B2C) - very simple. If the company is young it might be fine to only maintain paper notes about your customers, sales and incoming orders, but as the number of customers grows this specific type of record/keeping can't answer to your needs to move to the next level with your business. As you probably know and see with your business: There aren’t enough hours in the day, There aren’t enough days in the week. There aren’t enough weeks in the month to do everything you have in plan. Honestly at the end of the day, time is money.
The more efficiently employee use their time, the great the results are to your business daily sales.
In terms of client segmentation, aside from regularly using ClinicSoftware to target new customers, Daniel finds the client card feature very useful. This allows the user to record previous purchase, past appointments, past activity, history with balance, active courses and sessions and tracking for the customer sessions and tracking for the customer instalments along with a client’s details, and based on these you have the ability to analyze your customers logs activity and increase the number of your appointments.
“Recently, I wanted to promote and offer to our regular clients, so I sent them an offer with 20% off if they booked Tuesday and Wednesday. We saw a lot of re-bookings immediately after. Most of the marketing I do through ClinicSoftware.com its marketing solutions, like newsletter, sms text, loyalty card, voucher gift cards and many more. We get a lot fewer no-shows because of the messages… ” Daniel continues.
“We have Increased the sales by 400%. A massive thank you!” – he says.
– How are ClinicSoftware.com helping you? Every week I go through our customer database which is a feature on the software and I sent to our clients the special reminders and offers as well that we have on and it just had increased our sales which is fantastic.
Every week now I go through it and it’s put in money through the till where is it didn’t do so well before we start sending this reminders out and the special offers as well which automatically go out, just make life so much easier.
– How does ClinicSoftware.com benefit you the best? I can track the benefits the are coming through the business from the software by checking the weekly, daily monthly, comprehensive reports and see where we are doing really well in a certain area and we can actually traget specific customers, specific offers, specific sales, it’s really just easy to use.
– What Has Changed in Sales? Before using this software my sales went particularly strong for the business but now after using these features as well the actually sales gone up by 400% which is just fantastic and you can’t ask for much more than that.
– Delivering better integrated services? Integrateed into the software we have all of our services which are really easy to find, easy to work around as well, such a lot massive range of holistic well beeing services, sports masage, body massage, accupuncture, electro-accupuncture, electro-stimulation, waxing, facials, eye treatments, manicures, pedicures, you haveve got a lot going on there and it’s really just easy to use.
– Why did you choose ClinicSoftware.com ? I choose ClinicSoftware.com as our software provider because they seem to have all features you need to grow your business where other providers just had really quite boring and hard to work around service and functions in there. We choose ClinicSoftware.com they have many features to grow your business, which is really good and other providers just had a basic calendar and few other functions on there.
Case Study: Bloom Dubai UAE
Another Happy Customer at ClinicSoftware.com After managing the business using ClinicSoftware.com, the CEO of Bloom Dubai Clinic, will share with you some secrets and business tips of an amazing business having under management more than 30 employees and 13 treatments rooms.
Customer journey in ClinicSoftware?
The entire journey is very smooth starting from the point when the customer is interacting with the reception. It's so simple when they are making appointments and all the information is already there.
They filling in their consent forms with their information already in place, the doctor then easily opens and enters all the clinical notes, the therapist takes before and after pictures. All the information that we take is updated in real time and is accessible from anywhere we are sitting in the clinic or even if I'm not in the clinic. Everything is available for me and I'm in control wherever I am.
We have 13 treatment rooms, 8 therapists, 2 cosmetologists, dermatologists and plastic surgeons. It's a big team and a big place. We have 13 tablets for the doctors and 3 at the reception, 8 computers and smart watches. Everything is working in sync and it's very easy to manage. As soon as the data is fed in, it is accessible from your entire network.
What do you think about the paperless consent forms?
That just makes your life so much simple. It cuts down on all the paperwork and the waste of printing, the ink, everything that you're doing. You don't need to worry about the files being lost and having the storage space, it's all there in the system and it's so easy to manage!
The difference between Clinic Software ®.com and other software?
I have been in meetings with a lot of different companies from here in Dubai as well and in the UK but then most of them were not really willing to customize or make any changes, they had this set software which they just wanted it to be taken that way so you had to adopt around them. ClinicSoftware.com were the only ones willing to adapt to you and the way you function, and the way you wanted your clinic to work, so that makes it special.
Click play below and see how you can save time and get organised too...
Expanding Your Company
Companies size expand faster by keeping a perfect flow of new customers and investing more time booking, as well as providing with all the information they need to book the next appointments. This is where ClinicSoftware.com is necessary.
Finding time to create a flow of new customers and new appointments is a challenge for any team.
This is often caused by some of the following problems:
- Not enough information on potential and existing customers
- Not enough history about existing customers, their appointments, their purchase history and their preferences
- No reports and forecasting of future business
- No texts and email auto-reminders for their appointments
- No real-time online-booking, not available 24/7
- No marketing for monthly special offers
- No sales cycle
ClinicSoftware.com allows your team to book and manage appointments, payments, products, reminders, marketing and all the data about customers profile so the information’s available in real time at each interaction. Plus, it quickly provides access to the reports related to appointments, sales and forecasting.
Your team need time to take bookings.The receptionist would not be able to take more than one or maximum two phone call appointments in the same time even if another customer is waiting at the reception or other tasks to do.
Here's how you can fix this easily:
- Saving time is a big challenge for a professional team, but surprisingly using the software with a pc, tablet and smart-phone as a part of the regular work-flow can eliminate downtime and save a lot of time.
- Open your business to new appointments opportunities 24/7/365.