CLINIC MANAGER FOR ALLIED HEALTH

Your diary is booked.
Your phone is silent.
Your focus is 100% on the patient.

Orla runs the whole clinic on one patient record — diary, online booking, clinical notes, payments and recalls. It refills the slot that just cancelled, takes the deposit, and sends the reminder. Nobody has to answer the phone.

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Built in Ireland. Hosted in the EU. GDPR-native.

Now recruiting founding pilot clinics in Ireland. Shape Orla around how your clinic actually runs, with free setup and migration, and a direct line to the person building it.

Today · Dunmore Physiotherapy LIVE DIARY
4 minMEDIAN REFILL 0CALLS MADE 1PATIENT RECORD

The front desk, as it stands.

Small clinics do not lose money on treatment. They lose it in the ten minutes between treatments.

20–40% Calls arrive mid-treatment Someone stops treating, or the call rings out and the booking goes elsewhere.
4–6 Tools doing one clinic's job Diary here, notes there, invoices in a spreadsheet, reminders typed by hand. The patient exists three times.
€400+ A human answering service, monthly Takes a message. Cannot see the diary, cannot book, cannot take a deposit.

Call and cost figures from clinic interviews across Ireland, 2026.

THE REFILL

A cancellation is an opening.

The moment a slot frees, Orla texts everyone waiting who actually fits it — right service, right practitioner, right room. First to tap gets it. The diary closes the gap while you are still in with a patient.

  1. 14:02Mary cancels her 14:15 by text
  2. 14:02Five waiting patients get one link each
  3. 14:06Cathal taps first and pays the deposit
  4. 14:06The slot is filled. Nobody rang the clinic
THE TEXT THE PATIENT GETS

Dunmore Physiotherapy: a 14:15 with John O’Driscoll opened today. Tap to take it: orla.ie/s/7Q2K. First to tap keeps it.

4 minMEDIAN REFILL
0CALLS MADE

A worked example — the timings are illustrative.

What you get

One clinic. One record. Everything on it.

Not a diary with modules bolted on — the whole operating day, from the booking a patient makes on their phone to the recall that brings them back. Everything below is in the product at launch.

The diary

01

One grid the whole clinic can read — practitioner lanes, treatment rooms, group classes and care plans together.

  • Day and week views, per practitioner or per room
  • Rooms and equipment booked with the appointment, never after it
  • Group classes with their own capacity and their own waitlist
  • Care plans — “6 sessions over 4 weeks” — that flag when they lapse
  • Drag to reschedule, with the room, the hours and the gap checked before it lands
  • Working hours, buffers, bank holidays and annual leave that beat the weekly pattern
  • Correct across daylight saving, in both directions

LANES · ROOMS · EQUIPMENT · CLASSES · CARE PLANS

The Orla diary: three practitioner lanes through a working day, each appointment tinted by the kind of appointment it is, and a slot being refilled marked in amber.

Online booking

02

A branded booking page that only ever offers slots the clinic can actually honour.

  • Service → practitioner → time → details → pay, one decision per screen
  • “No preference” pools every qualified practitioner
  • Deposits taken at booking, so the slot is held by money
  • Reschedule and cancel links that enforce your own notice policy
  • Intake forms sent on booking and signed before arrival
  • Built for a 55-year-old on a phone: large targets, no app, no password

BRANDED · DEPOSITS · POLICY-AWARE · WCAG 2.2 AA

The patient booking page on a phone: day chips across the top and a grid of real free times underneath.

Reminders & the waitlist

03

The automation layer that fills the diary, and the reason the phone stops ringing.

  • Reminder sequences over SMS and email that ask for a yes
  • Confirm-by-reply — “YES” marks the appointment confirmed
  • Quiet hours, so nothing goes out at 06:00
  • Waitlist auto-offer on any cancellation, first tap wins
  • Everyone who missed out is told plainly that it went
  • The owner gets told the gap closed, and by whom
  • STOP handled properly, and honoured everywhere

SMS · EMAIL · AUTO-REFILL · QUIET HOURS

A reminder text answered YES, and the appointment marked patient-said-yes automatically.

The clinical record

04

Notes kept as you treat, in the same place as the diary — and safe enough to stand over years later.

  • SOAP notes from your own templates, with copy-forward and autosave
  • Sign to lock — a signed note cannot be edited by anyone, ever
  • Amendments are appended and attributed, never overwritten
  • Body map, and outcome measures that score themselves (NPRS, PSFS, ROM)
  • Problems, treatments and a full visit history on one record
  • Letters and referrals from merge templates, as PDF or to the portal
  • An unsigned-notes report, so nothing is left open

TEMPLATES · SIGN & LOCK · AMENDMENTS · OUTCOMES

A signed SOAP note with outcome measures beside it, locked, with amendments append-only.

Forms & documents

05

Build the form your clinic actually uses, and have it back before the patient sits down.

  • Drag-order form builder, twelve field types including body chart
  • Conditional questions that only appear when they apply
  • Versioned publishing — an old submission still renders as it was answered
  • E-signature on intake and consent
  • Documents uploaded, filed to the patient, and shareable to the portal
  • Every open of a document is recorded

BUILDER · E-SIGNATURE · VERSIONED · ART. 9 CONSENT

An intake form on a phone: the clinic's name at the top, sections for details and symptoms, and a signature pad.

Payments & billing

06

Money before the visit, not chased after it — and books that balance at the end of the day.

  • Deposits at booking and saved-card missed-appointment fees
  • Fees are always one deliberate click — never automatic
  • Checkout at the desk: card, cash, voucher or package credit
  • Invoices drafted from completed visits, numbered without gaps
  • Part payments, split payments and third-party payers
  • Credit notes and voids that carry a reason
  • Session packages, gift vouchers and discount codes
  • A daily takings report that reconciles to the last cent

STRIPE · POS · INVOICES · VAT · RECONCILIATION

The billing screen: invoices with what is paid, part-paid and outstanding, and the day's takings.

Growth

07

Recalls on discharge, win-back campaigns segmented on real history, loyalty that cannot quietly change, and review requests.

RECALLS · CAMPAIGNS · LOYALTY

The inbox

08

Two-way SMS and email in one shared thread per patient, attached to the record — with templates, delivery receipts and tasks.

SHARED · TWO-WAY · ATTACHED

The day, run

09

Today, a now line and free-time markers, the flow board from waiting to ready-to-pay, and tasks — on the phone in your hand.

TODAY · FLOW BOARD · TASKS

Patients & portal

10

One record per person, with duplicate detection, a real merge, CSV import, and a magic-link portal that needs no app or password.

MRN · MERGE · IMPORT · PORTAL

Reporting

11

Utilisation by practitioner, room and service; no-shows and what they cost; takings, rebooking rate and unsigned notes. Export any of it.

UTILISATION · REVENUE · RETENTION

Team & trust

12

Roles with unlimited staff, 2FA enforced for owners, an append-only journal that records who read a record, and one-click export or erasure.

RBAC · 2FA · READ-LEVEL AUDIT

COMING POST LAUNCH

Orla AI Assistant.

Our own clinic assistant, built in house. It answers the texts that arrive while you are treating, and books them into slots that are genuinely free — checked against the same diary, rooms and policies the desk works from.

Dictation follows, and then voice.

It always says it is an assistant, and anything that touches a patient is confirmed by a named human.

Pricing

One price. Everything in it.

Orla is sold all-in-one — the diary, booking, records, payments, reminders, the portal and the reporting, on every plan. Nothing on this page is an add-on, and the price will be set against what Irish clinics pay today, not against what the market will bear.

All-in-one

One subscription per clinic, priced on the number of practitioners. Unlimited staff accounts — the front desk should never be a line item.

No surprises

No setup fee, no per-SMS mark-up beyond cost, no charge to leave and take your data with you. Card fees are Stripe's, passed through.

Founding terms

Pilot clinics keep their founding price for as long as they stay, and get migration from whatever they are on now for nothing.

Exact plans and figures are published at launch. We would rather name a price we can hold than one we have to raise.

Your data

It stays in Europe. Ask the others where theirs is.

Most practice software sold in Ireland is Australian, Canadian or British, and the records follow the vendor home. Orla was built the other way round: EU first, and every control below is in the product already — not on a roadmap.

Hosted in the EU APP · DATABASE · DOCUMENTS
Where it lives
EU data centres
The application, the database and your patients' files run on servers inside the EU — not in London, not in Sydney, not in Virginia.
Who can read it
Your clinic, and nobody else's
Every table is partitioned by clinic at the database level, not by a filter someone can forget to write.
What is recorded
Reads, not just writes
Opening a patient record is logged the same as changing one. The log is append-only — it cannot be edited, by anyone.
How you leave
Export in one click
Article 15 export and Article 17 erasure are built in and tested, with a written receipt of what was kept and why.

Article 15 export, Article 17 erasure and the read-level audit log are shipped features with tests, not roadmap items.

Who it is for

One to 25 practitioners. No practice manager needed.

Orla is built by someone who spent almost a decade inside hospital administration, watching clinical time disappear into the desk. It speaks clinic, not software: services, rooms, care plans, deposits, closures. Setup takes an afternoon, and we move your patients across for you.

Free migration from whatever you are on now, and a two-week parallel run.

45 minto a live booking page on day one
∞staff accounts, on every plan
1patient record, not four systems
0of your data outside the EU

Be a founding clinic.

Orla launches with a small group of Irish pilot clinics, and we are choosing them now. Say hello, tell us how your desk runs today, and we will show you a cancellation refill itself.

Talk to us