Clinic software for UK private clinics

ClinicGrow is clinic management software for private, self-pay clinics in the UK: aesthetic, hair transplant, dermatology and specialist practices. Patients book through an AI assistant or booking widget on your website, and your team works from one calendar and patient record. It does not connect to NHS systems, so it suits private clinics rather than NHS or GP practices.

Which UK clinics is ClinicGrow for?

It fits clinics where patients choose and pay for treatment themselves, and where the front desk spends a lot of time answering enquiries and moving appointments.

Clinic typeWhat it uses most
Aesthetic and medical aestheticTreatment menus, consent forms, before and after photos, reminders
Hair transplantConsultation booking, journey stages, long-term progress photos
Private dermatologyClinical notes and photos, referral details, follow-up booking
Specialist private practiceOnline booking, intake forms, invoicing

It is not the right system for NHS work, GP practices or clinics that bill insurers directly. See the limits below before you start a trial.

What does the software do day to day?

  • AI booking assistant: chats with patients on your website, checks your real availability and books the appointment, including evenings and weekends.
  • Booking widget: one line of code on WordPress, Wix or a custom site.
  • Patient CRM: appointments, notes, photos, signed forms and invoices on one record.
  • Digital consent and intake forms: sent by link, signed on the patient's own device, saved as a PDF on the record.
  • Reminders: email and, where enabled, SMS 24 hours, 1 hour and 15 minutes before a visit.
  • Waitlist: keep patients who want an earlier slot in one list and book them when a slot opens up.
  • Invoicing: patient invoices can be issued in pounds sterling.
  • Calendar sync: appointments appear in Google Calendar or Microsoft Outlook.

How does ClinicGrow handle UK GDPR?

UK clinics fall under the UK GDPR and the Data Protection Act 2018, supervised by the ICO. Health data is special category data, so you need a clear lawful basis, access controls and a process for reporting serious breaches within 72 hours.

Your clinic is the data controller and CogniGrow B.V. is the processor. A data processing agreement is available on request. Clinic data is stored in the EU (AWS Frankfurt) and each clinic's data is isolated with row-level security. Email delivery and the AI assistant use US sub-processors, listed in our privacy policy. Ask your data protection adviser to review these transfers for your clinic before you go live.

Does it help with CQC requirements?

Clinics in England that carry out regulated activities, such as surgical procedures, register with the Care Quality Commission. Scotland, Wales and Northern Ireland have their own regulators. Well-kept patient records, consent and follow-up help you show good governance, and ClinicGrow keeps those records in one place. Software does not make a clinic compliant, and ClinicGrow is not approved or endorsed by the CQC.

How much does it cost for a UK clinic?

ItemPrice (billed in euros)
Monthly plan, including owner and one team member€120 per month
Yearly plan€999 per year
Extra team seat€70 per month
Consult+ video consultations (optional)€69 per month

The subscription is charged in euros, so the amount in pounds depends on your card's exchange rate. VAT may apply. The first 30 days are free and no credit card is needed.

What does ClinicGrow not do?

  • No NHS integration, such as NHS Spine, GP Connect or e-Referrals.
  • No direct billing to private medical insurers.
  • No WhatsApp reminders.
  • No specialist tools such as dermoscopy device integration or body mapping.

If you need any of these every day, keep your existing system for that work and test whether ClinicGrow is useful beside it.

How do you switch from your current system?

  1. Start the free trial and add your treatments, staff and working hours.
  2. Test the booking widget on a hidden page of your website.
  3. Send us your patient list and upcoming appointments so we can help you import them.
  4. Run both systems side by side for a short period.
  5. Put the widget live and cancel your old subscription once everything is right.

Questions from UK clinics

Can UK clinics use ClinicGrow?
Yes, if they are private clinics. ClinicGrow is based in the Netherlands and the service works in English with UK patients. It does not integrate with NHS systems.
Can I charge my patients in pounds?
Yes. Patient invoices can be issued in GBP. Your ClinicGrow subscription itself is billed in euros.
Is patient data stored in the UK?
No. Clinic data is stored in the EU, in AWS Frankfurt. Email delivery and the AI assistant use US sub-processors, as set out in the privacy policy.
Is ClinicGrow UK GDPR compliant?
ClinicGrow provides security controls and a data processing agreement on request, but compliance also depends on how your clinic works. Your clinic remains the data controller, so ask your adviser to review your setup.
Are SMS reminders available for UK mobile numbers?
Reminder emails are included. SMS has a per-message cost, so contact us to confirm availability and rates for UK numbers before relying on it.
Is there a free trial?
Yes. 30 days free, with no credit card needed, so you can test it with your real treatments and hours.

Try ClinicGrow in your UK clinic

30-day free trial, no credit card. Set up your treatments and test a booking this afternoon.

See pricing