The intake form should be the last time anyone types it.
We build the system a practice runs on. Intake, appointments, records, documents and billing in one place, on equipment you control, so confidentiality is something you can point at rather than assume.
Sound like your week?
These are operations problems, and a pile of disconnected apps makes every one of them worse.
Once on the form, once in the calendar, once in the file and once on the invoice. Each one is a fresh chance to get it wrong.
It is in a folder, or an inbox, or on the machine of somebody who has since left.
The work happened, the note got written, and the hour never made it onto anything that was sent to anybody.
Which is an uncomfortable question to be asked, and a considerably worse one to be audited on.
What we build for you.
Shaped around how the work already happens, so nobody retypes what somebody else already entered.
Entered once, by the client
What a new client fills in becomes their record. Nobody in the office re-keys a form to open a file.
Appointments that book themselves
Real availability, automatic confirmation, and reminders that take the empty hour back out of your week.
One file per client, permanently
Notes, documents, correspondence and history in a single record that is still there and still findable in ten years.
Time and retainers tracked as you work
Billable time attaches to the client as it happens, so what you invoice is what you did rather than what you could reconstruct.
Signed and filed without printing
Engagement letters, consents and agreements signed electronically and filed against the client without anybody moving a file by hand.
You can answer where the data is
Client records sit on infrastructure you control, in a place you can name, with access you decide and can audit.
This is the same records-and-scheduling backbone we build for on-site service businesses, turned toward casework and billable time.
What changes.
Confidentiality is not a setting
on someone else's server.
- Client records on infrastructure you control
- No per-user licence as the practice grows
- Documented well enough to hand to somebody else
A practice carries an obligation that does not transfer to a vendor. We build the system so that the answer to where client information lives, and who can reach it, is a decision you made rather than a term you accepted.
After the build we keep it running as part of your managed IT, along with your computers, accounts, backups and help desk. We would rather profit from your growth than from your dependence on us.