Patient management for private practice doctors: a low-cost setup

The five-part routine of a small practice

Online booking page

What it doesThe patient books while you are with another patient

How to set it upEnter your visit types and opening hours, then add the link to your site, Google profile and messages

Appointment reminder

What it doesReduces no-shows

How to set it upOne or two e-mails before the appointment; a confirm and cancel route in each

Intake form

What it doesYou have the information before the patient arrives

How to set it upShort, with the questions the doctor really asks; inform the patient beforehand

Check-up calls

What it doesA check-up is not left uncalled

How to set it upAfter treatment, the patient is invited on days you choose, such as day 1, 7 and 30

KVKK records

What it doesNotice and permissions are documented

How to set it upA privacy notice, a record of explicit consent where needed, a retention period

How are appointments and reminders organised?

• Define your visit types (first visit, check-up, procedure) and the length of each; choose how far ahead patients can book.
• Let the patient book themselves; the appointment is confirmed at once or waits for your approval.
• Send an e-mail reminder before the appointment: date, time, address and a confirm/cancel link.
• A cancelled slot is freed so another patient can take it.
• Record no-shows; for repeat cases set a rule such as phone confirmation.
• See our guide on reducing no-shows for detail.

What belongs in the intake form?

• Contact details and preferred way of being contacted.
• Reason for the visit: short, in the patient's own words.
• The health questions the doctor genuinely needs; do not ask more, because health data is special-category personal data.
• The privacy notice and, where needed, explicit consent: let the patient see it before filling in the form.
• If photos are needed, a short guide on how to take them.
• At the end of the form, tell the patient what happens next: who will look at it, and when you will reply.

What does a private practice need for KVKK?

See our KVKK guide for detail, and ask your lawyer for legal advice. In summary:

• Give the patient a privacy notice that explains what data you process, for what purpose and on what legal ground.
• Health data is special-category personal data; processing beyond treatment (for example marketing or using photos in promotion) needs separate explicit consent.
• Send marketing messages only with the patient's separate approval.
• Know who holds the data: you are the controller for patient data; the software you use is a processor and a data processing agreement is needed.
• Set retention periods and delete data when they expire.
• Prevent unauthorised access: personal accounts, strong passwords, two-step sign-in.