Front desk
Med spa check-in and walk-ins, in under a minute
Reception checks patients in with one tap and registers walk-ins without duplicates. Every arrival ends up in the same place: a checked-in visit on the practitioner's list.
Today
+ New walk-inReception sees whether a form was signed, never what's in it.
The front desk is where the day goes wrong
Most delays in a clinic start at reception, not in the treatment room.
Who's here? Who's waiting?
The practitioner can't see who has arrived, so they walk out to check, or a patient sits waiting while everyone assumes someone else knows.
The same patient, three times
A returning patient walks in, reception can't find them fast, and a new record is created. Now their history is split across duplicates.
Walk-ins that don't fit the diary
Someone walks in hoping for a consultation. Squeezing them in means checking every practitioner's day by hand, with a queue at the desk.
How it works
Two ways in, one result
Whether a patient booked or walked in, they end up as a checked-in visit on the right practitioner's list.
Booked patients: press Check in
When a patient with an appointment arrives, reception presses Check in on today's list. It shows who has arrived and when, and who is with a practitioner.
Walk-ins: search first
New walk-in searches existing patients by name, phone, email or patient number, so a returning patient stays on their own record.
New patients in one step
A new patient is registered with name, phone, date of birth and gender. That's it.
Pick treatment, practitioner and time
The treatment defaults to a consultation. Reception chooses the practitioner and "now" or later today, and the patient is booked and checked in at once.
Today
+ New walk-inReception sees whether a form was signed, never what's in it.
Walk-ins that never double-book
If the practitioner reception chooses is busy at that moment, reception is told straight away and picks another time or another practitioner. A walk-in can never land on top of a booked patient.
The same protection covers phone and message bookings. Your front desk can add them from the admin panel, including times outside the usual slots when needed, without ever double-booking a practitioner.
Every patient gets a number
The first time a patient books, they get a clinic patient number such as P-00042. It's searchable everywhere, so reception can find a patient in seconds even when two people share a name.
Their patient record collects every visit under that number, whether they booked online, called or walked in.
The practitioner's list updates itself
When reception checks a patient in, they appear as waiting on the practitioner's own day view. The practitioner sees who is waiting and for how long, without anyone walking to the treatment room to say so. See practitioners' My day.
Forms on a tablet at reception
Patients who haven't filled in their medical and consent form can complete it on a tablet at reception, right up until their consultation starts.
Reception sees whether a form has been filled in, which is all they need to know to hand over the tablet. They never see what's in it.
What reception can and can't see
The front desk role covers leads, bookings, check-in and walk-ins. Reception sees appointments and whether each patient's form was signed.
Medical forms, medical summaries, consultation notes and treatment records are visible only to practitioners and admins. This is enforced by the database, not by hiding buttons, so a front-desk login can't read clinical details even by going around the app.
Built for a busy desk
The admin panel works in the browser on a phone, a tablet or a computer at reception, so there's nothing to install. First visits are flagged, so reception knows who's new before they reach the desk.
Honest limits
What the front desk doesn't do
A few limits worth knowing.
- Walk-ins need a phone number or email. Every patient record has one.
- Only practitioner time is scheduled. Rooms and machines aren't booked.
- One location per website. There's no multi-branch front desk.
- No point of sale or payments at the desk. Online payment is limited to booking deposits through Stripe.
- No native app. Reception uses the admin panel in a browser.
Built for clinics like yours
- Med spas Facials, laser and injectables with US time zones and campaign tracking
- Aesthetic clinics Injectables, skin boosters, consultations and a gallery with consent
- Dental clinics Check-ups, whitening and aligner consultations booked online
- Physiotherapy clinics Assessments, follow-ups and therapist schedules in one diary
- Private doctors Private GPs and single-specialist practices
FAQ
Questions clinics ask
How long does it take to register a walk-in?
Under a minute for most patients. Reception searches existing patients first, then registers a new one with name, phone, date of birth and gender.
How do you avoid duplicate patient records?
New walk-in searches existing patients by name, phone, email or patient number first, so returning patients stay on their own record.
What happens if the practitioner is busy?
Reception is told straight away and picks another time or another practitioner. A walk-in can't be double-booked.
Can reception see medical information?
No. Reception sees bookings and whether a form was signed. Clinical details are visible only to practitioners and admins, enforced by the database.
Can a walk-in without a phone number be registered?
Every patient record needs a phone number or email, so a walk-in needs one of them.
Do we need special hardware?
No. The admin panel runs in the browser on a phone, tablet or computer, and patients can fill in forms on any tablet at reception.
A calmer desk, from the first patient
Book a 15-minute demo and check in a patient and a walk-in yourself on our demo clinic.