Established practice
Several consultants, several sites, one of you.
Every consultant works differently, and you're the one who holds it all together. Here is how to bring order to it.
Is this you? Tap any that are true.
Most people reading this tick at least one.
It only takes one to cost you.
- steps
- 6
- steps
- to start
- 1 to 2 hours per consultant
- to start
- scorecard
- Free
- scorecard
The short answer
Write each consultant's rules on one reference sheet, put every diary in one practice management system with the same appointment types, and standardise letters and confirmations with each consultant's details dropped in. Hold a 15-minute look-ahead each week, and write down who pays for what before it becomes a dispute.
What good looks like
Where you stand, before and after
Practice admin
- One reference sheet per consultant
- One system · weekly look-ahead · shared templates
Illustrative sample, not a real person or result.
6 steps
Do it yourself: step by step
0 of 6 done
Use the sheet below: clinic days and sites, appointment types and lengths, fees, insurers recognised and fee-assured, who can be booked by whom, booking rules and preferences
- Time
- 1 to 2 hours per consultant
- Typical cost
- Free
- Who does it
- Practice manager, checked by each consultant
Done when: Every consultant has signed off their sheet
Use it now · Step 1
Start a consultant profile sheet
One page per consultant, so anyone can book correctly.
Your message
Consultant: Mr James Carter Clinics: Tuesday at Harley Street, Thursday at the City clinic New patient: 30 minutes, £250 Follow-up: 15 minutes, £150 Insurers: [list insurers] Booking rules: - [Who can be booked straight in] - [What needs the consultant's approval] Preferences: - [Letters, reports and anything else to know]
Keep one sheet per consultant and update it whenever fees or clinics change.
Want help bringing it together?
I'll help you set up one system and one way of working.
Your answers aren't linked to you. We keep anonymous totals to improve these checks.
This problem is Solvable.
Copy this template
Consultant reference sheet and weekly look-ahead
Free to copy, adapt and use. No sign-up.
Consultant reference sheet: [consultant name]
Specialty: [specialty] | GMC: [number] | Secretary contact: [name]
| Site | Day | Session times | Room | Clinic type |
|---|---|---|---|---|
| [Hospital] | [day] | [times] | [room] | [outpatients / procedures] |
| Appointment type | Length | Self-pay fee | Notes |
|---|---|---|---|
| New patient | [mins] | £ | |
| Follow-up | [mins] | £ | |
| Procedure | [mins] | £ |
Insurers: [list] | Fee-assured with: [list] | Not recognised by: [list]
Booking rules: [for example, no new patients after 4pm; urgent referrals within 48 hours; maximum two procedures per clinic]
Who can book: [reception, secretary, online]
Preferences: [for example, letters dictated same day; results reviewed Fridays]
Leave this year: [dates]
Last checked with consultant: [date]
---
Weekly look-ahead (next 14 days)
- Every clinic has a confirmed room at the right site
- All consultant leave blocked in the diary
- Reception and secretarial cover for each session
- Theatre lists confirmed with hospitals
- Any patients booked against a rule on a reference sheet
- Notes and results available for each clinic
---
Cost-sharing agreement headings
- Services provided (staff, rooms, systems, phones, marketing)
- How each consultant's share is calculated (equal, by sessions, or by income)
- When payments are made
- Annual review date
- Notice period and what happens to patient records and data on leaving
- Data protection roles
Avoid these
Common mistakes
- Keeping each consultant's rules in your head.
- Running separate diaries for consultants who joined from elsewhere.
- Letting each consultant have their own appointment type names.
- Splitting costs on a handshake, then disagreeing at year end.
- Not agreeing who owns patient records when a consultant leaves.
Free personal check
Done by Paul Robinson, not software
I'll check how you run several consultants and show what to standardise first
What I need from you
- Number of consultants and sites
- Answers to seven tap questions
What you get
- Where clashes and errors are coming from
- What to standardise first
- A weekly look-ahead format
Within 2 working days
No sign-in, no sales call. I read every request myself and reply on WhatsApp.
Free tools
Check where you stand
Benchmarks
15 minutes a week
Time for a weekly look-ahead that prevents most on-the-day clashes. a two-week check against the short list in the template
Solvable estimate
Paul Robinson
14 years in UK private healthcare
I solve this one for practice managers
Want a hand? I'll look at your situation and tell you the three things I'd tackle first.
A few quick questions, about two minutes. I read every one myself and usually reply the same day.
No sales call unless you ask for one. Just a straight answer from me.
I reply personally, usually the same day.
Questions
Frequently asked questions
What if consultants refuse to use the same system?
Show them what it saves: fewer errors, one place for letters and reports. Agree that their preferences live on the reference sheet, not in a separate diary.
How should costs be shared?
Common methods are equal shares, share by number of sessions, or share by income. Session-based is often seen as fairest for different-sized practices.
Who owns patient records if a consultant leaves?
Usually the consultant, as data controller for their patients, unless your agreement says otherwise. Agree it in writing now, and take advice from a solicitor or data protection adviser if unsure.
Do we need a legal agreement?
A written agreement signed by all parties is enough for most small groups. Larger groups often have a solicitor review it. This is general information, not legal advice; a solicitor can confirm what your group needs.
How do we handle different fees?
Keep them on each consultant's reference sheet and in the system's appointment types, so nobody quotes from memory.
Last reviewed:
The Solvable community
You're not the only one with this problem.
One problem solved every week, on WhatsApp.
One message a week. No sales messages. Reply STOP any time.