An outdated practice management system is holding back efficiency

A practice management system that was appropriate at an earlier stage of growth often becomes a bottleneck as a clinic scales. Workarounds accumulate, reporting capabilities are inadequate, and staff spend more time managing the system than using it productively. The result is inefficiency, error risk, and a ceiling on operational performance.

step: 1; step

1 step

Do it yourself: step by step

0 of 1 done

Audit the current PMS against your current and anticipated operational requirements Document the workarounds in use and calculate the staff time they consume Evaluate two or three alternative systems with a structured requirements brief before committing

This problem is Solvable.

Free personal check

Done by Paul Robinson, not software

Answer eight quick questions and I'll show you what your PMS is really costing you

What I need from you

Eight tap answers about your current system
Your current PMS name

What you get

What your workarounds cost in time and income
Whether to replace or improve
The three requirements to put in any brief

Within 2 working days

No sign-in, no sales call. I read every request myself and reply on WhatsApp.

Every supplier I know who solves this. No one pays to be listed. Where I've worked with them, I say so.

Granite PMS
Practice management software
Practice management software for private consultants and clinics.
Practice management built for private consultants and small clinics. Worth a look if you are a smaller practice.
Best for: Private consultants and small clinics
Price on request
Former client
Medical Billing & Collection
Billing and revenue
Outsourced billing, insurer e-billing and patient payment collection for private consultants, groups and clinics, charged on income collected.
Outsourced insurer and self-pay billing for consultants and small clinics, if you would rather not chase invoices.
Best for: Consultants wanting fully outsourced billing
Price on request
No commercial relationship
Semble
Practice management software
Practice management and patient records software for private clinics and consultants, covering scheduling, notes, telehealth and payments.
Clinic PMS covering bookings, notes, invoicing, online payments and a patient portal in one place.
Best for: Private consultants, clinics and clinic groups
Price on request
No commercial relationship
Trust Health
Billing and revenue
Medical billing, debt recovery and business support for private consultants and consultant partnerships (LLPs).
Outsourced billing and debt collection for consultants and consultant partnerships, based in Horsham.
Best for: Consultants and consultant partnerships
Price on request
No commercial relationship

Know a supplier I have missed? Tell me Suggest yourself

The PMS was selected based on early-stage needs and has not been reviewed since Workarounds have been built that mask but do not solve underlying system limitations The cost of staying on an inadequate system is never compared to the cost of switching

The PMS does not support the current clinical and administrative workflows
Reporting and management information capabilities are inadequate
Workarounds consume staff time and introduce error risk
Staff onboarding takes longer because the system is non-intuitive
Integration with billing and clinical systems is limited or absent

Twelve additional admin hours per week per admin role at £20 per hour costs £10,560 per role per year in workaround time alone.

Staff efficiency is lower than a modern system would support
Error rates are higher in manual or workaround-dependent workflows
Growth is constrained by system limitations rather than clinical capacity
Management cannot access the data needed to make informed operational decisions
Patient experience is affected by system-driven delays in booking and communication

What it looks like in practice

A clinic operating a PMS that requires 12 workaround steps to complete a patient registration is training staff in inefficiency rather than care delivery
A PMS requirements brief that documents current workflows, pain points, and non-negotiable integrations takes approximately four hours to compile and significantly reduces the risk of selecting an equally inadequate replacement
The payback period for a PMS upgrade is typically six to nine months when staff time savings, error reduction, and improved billing accuracy are included, making inaction the more expensive option in most cases

Paul Robinson

14 years in UK private healthcare

I solve this one for clinic and hospital teams

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.

The Solvable community

You're not the only one with this problem.

One problem solved every week, on WhatsApp.

Join the community

One message a week. No sales messages. Reply STOP any time.

Do it yourself: step by step

1Step 1

Answer eight quick questions and I'll show you what your PMS is really costing you

What I need from you

What you get

Suppliers who solve this4 suppliers. No one pays to be listed

Why this keeps happening

What it leads to

Want a hand? I'll look at your situation and tell you the three things I'd tackle first.

You're not the only one with this problem.