Booking system for clinics and private practices

A small practice often works like this: the calendar is on a phone, appointments are arranged between calls and messages, and the specialist answers them in the evening when the working day is over. Every call during a client session interrupts the work, and every missed call may be a lost client.

Short answer: online booking takes arranging appointments off your shoulders. For health-related services, the system must also be able to restrict access, encrypt sensitive data and show who viewed a card. It doesn't replace the mandatory keeping of treatment documentation.

Who this suits

• Physiotherapists and massage therapists. A session, a room and buffer time for tidying up.
• Psychologists and counsellors. Regular clients, recurring times and especially sensitive information.
• Vet clinics. The animal on the client card, the owner's contact details and product sales. I also wrote about a neighbouring field in pet salon and pet shop.
• Aesthetic and cosmetic clinics. Long procedures, prepayment and products to take home.
• Nutrition counsellors and trainers. Consultations together with an online store.

I wrote at more length about massage and therapy in booking system for a massage and therapy studio. Dentistry is a separate story: booking system for a dental clinic.

Honestly: what stays beyond the limit

NUNDINAE is a booking and sales system, not a health information system. It has no medical records, prescriptions, Digilugu or national Health Information System interface, or Health Insurance Fund (Tervisekassa) billing. If you provide healthcare services and have such obligations, they stay in a dedicated system. If needed, ask your sector's supervisory authority or a lawyer for advice.

If your activity isn't a healthcare service, the NUNDINAE client card is often enough.

What the client sees

For the client it's an ordinary page on your website:

1. They choose a service. Services are in groups, so a long list isn't tiresome.
2. They choose a specialist, if that matters, and see their photo, price and duration.
3. They choose a free time. If the day is full, the system offers the next free time.
4. If needed, they pay a prepayment by bank link or card.
5. They get a confirmation email with a calendar file and a link to view and cancel their appointment.

Before the visit they get a reminder by email or SMS. I wrote more in no-show clients.

What the specialist sees

Their own day. When logged in, a staff member sees their clients in order of time and can mark a visit as completed.

Their own working hours. The regular schedule is weekly. A single day can be changed separately, breaks added or a day off marked. This also suits someone who works in two places.

Client card. You can add your own fields, such as a pet's name, and a warning that's immediately visible with the booking. Ready-made sets of fields are available for different lines of business.

Commission. A report shows service turnover per staff member. A small practice can send it to the accountant as a CSV.

Sensitive data

If a client card has allergies, medication or other health information, it must be protected:

• The data is encrypted in the database and opening a card goes into the audit log.
• Consent for health data is marked on the card along with the date.
• A staff member sees only their own clients unless given broader rights.
• A staff member's daily email doesn't include the client's phone number or card warnings, because these may be health data.
• Exporting a client's data, restricting processing and anonymisation are available as buttons.

I wrote more in client records and sensitive data. Keep service names and messages neutral if the name alone would reveal something sensitive. This isn't legal advice.

Small or large practice

For someone working alone, the basics are online booking, reminders and prepayment. Modules you don't need are switched off and don't appear in the menu. In a clinic with several specialists, roles, rooms, a payroll report and POS are added.

Frequently asked questions

Does the client have to create an account?

No. Contact details are enough for booking; an account is an extra option for the client.

Can prepayment be taken for only some services?

Yes. For each service you can separately set whether it's free or requires prepayment, and bookings made on site or by phone don't ask for prepayment.

Can I bring over my existing clients?

Yes, from a CSV file or an export from your old program. See the data migration guide.

Can group classes be booked?

NUNDINAE is built primarily for individual appointments. If your main work is group training, ask first whether it would suit you.

Let's look at your practice

Write to me about your field, how many people see clients and how appointments are made now. Order NUNDINAE or ask for a demo.