Clinic diary and appointment scheduling software for private practice
A customisable appointment diary for one practitioner or many locations. Set up unlimited appointment types, practitioner availability and treatment charges, then add online booking, self check-in and waiting lists as your clinic grows.
- Rooms, departments & locations
- Unlimited appointment types
- 30-day free trial
A fuller, better-used diary
Fill gaps from the waiting list, take bookings around the clock and see exactly how much of your available time is booked.
No more double-bookings
Practitioners, rooms and online bookings all work from the same live diary, so a slot can only ever be booked once.
Less time on the phone
Online booking, self check-in and call handling take routine booking and arrival admin off your reception team.
From empty diary to a fully booked day
The PPS diary is set up around how your clinic works, then does the heavy lifting every time you book, treat and rebook a client.
Set up your diary
Set practitioner availability, appointment types, durations and your treatment charges once in your settings.
Book in a few clicks
Pick an empty slot, search for or add the client and choose the treatment. The time booked is set by the appointment type, so a 30-minute follow-up and a 60-minute assessment each take the right space.
Manage the day
Move or update appointments, send forms from the diary, and see new online bookings as they arrive.
Treat, bill and rebook
Start the consultation from the appointment, the treatment charge is added automatically when you bill, then book the next visit before the client leaves.
Interactive tour of PPS Express, including the appointment diary, booking and billing.
Appointment scheduling software that fits how your clinic runs
The core diary tools below are included in both PPS and PPS Express, for a single practitioner or a whole team.
Customisable appointment diary
A clinic diary that shows your whole team at a glance, or one practitioner's week, with every appointment linked to the client record.
- Multi-practitioner day view and single-practitioner week view
- Custom colour coding for each appointment type
- Block out time for breaks, meetings and admin
- Update appointment status and send forms from the diary
Unlimited appointment types & treatment charges
Create as many appointment types as you need, each with its own length and the treatment charge your clinic sets for it.
- Initial assessments, follow-ups, classes and more
- Each type sets how much diary time is booked, so different appointment lengths fit your diary slots automatically
- Your treatment charge is added automatically when you bill
Practitioner availability
Set each practitioner's availability in sessions that reflect their real working week, so the diary only offers the times they're actually available.
- Availability set in sessions, per practitioner
- Standard slot lengths can vary between sessions
- The same availability powers online booking
Cancellation management
Handle cancellations straight from the diary and keep a clear record of them against each client.
- Cancel and rebook in a few clicks
- Automatically raise a cancellation charge where it applies, such as for late cancellations
- Fill the freed-up slot from your waiting list (PPS)
For busier and multi-site clinics
Resource, group and waiting list management come with PPS. Rooms, locations and group sessions can also be managed in PPS Express when you use it alongside PPS.
Rooms, departments & locations
Manage multiple rooms, departments and sites from one diary, so treatment rooms and equipment are never double-booked.
Group sessions & classes
Run classes, group sessions and events with attendee limits, bookable online alongside one-to-one appointments.
Waiting list management
Keep a waiting list of clients by appointment type, date, time or practitioner, and get notified when a suitable slot opens up.
Extend your diary beyond the front desk
Three optional add-ons that let clients, arrivals and calls flow straight into your PPS diary.
Online booking, 24/7
Patients book from your website at any time of day. Every booking lands in your diary in real time, with optional payment or a deposit at the point of booking.
- Real-time diary sync
- Upfront payments
- Branded to your clinic
Self check-in
Patient check-in software for your waiting room. Clients confirm their arrival on a tablet kiosk, their appointment is marked as arrived in your diary, and the practitioner knows their next client is here.
- Tablet arrival kiosk
- Linked to your diary
- Practitioner notified on arrival
Call handling
Working with a call handling or virtual reception company? Give them secure access to PPS so they can manage bookings in your diary on your behalf.
- Secure access for your call handlers
- Bookings straight into your diary
- Your team stays free to treat
Add-ons work with any PPS solution. Prices exclude VAT.
Know how full your diary really is
Diary occupancy is one of the clearest measures of how a clinic is performing. PPS reports it for you, alongside appointment trends and clinic time utilisation, so you can spot quiet sessions and plan staffing with confidence.
- Diary occupancy: booked time as a share of available time
- Appointment and patient trend reports
- Save favourite reports to track occupancy regularly
- Dashboard charts that put your KPIs on screen when you log in
What's included in each product
The diary works the same way in both. PPS adds the tools busier and multi-site clinics need, and many clinics run the two together.
| Scheduling feature | PPS Express | PPS |
|---|---|---|
| Customisable appointment diary | ||
| Unlimited appointment types | ||
| Practitioner availability | ||
| Treatment charges by appointment type | ||
| Cancellation management | ||
| Booking confirmations & reminders | ||
| Colour-coded appointment types | ||
| Automatic cancellation charges | ||
| Diary occupancy reports | – | |
| Rooms, departments & locations | With PPS | |
| Group sessions & classes | With PPS | |
| Waiting list management | – | |
| Online booking | Add-on | Add-on |
| Self check-in | Add-on | Add-on |
| Call handling | Add-on | Add-on |
“With PPS” = available in PPS Express when you use it alongside PPS.
Appointment scheduling for every kind of private clinic
From solo practitioners to multi-site organisations, clinics across private healthcare use the PPS diary for assessments, follow-ups, procedures and classes, across multiple practitioners, rooms and locations.
See who uses PPSClinic diary & appointment scheduling FAQs
Clinic diary software is an online appointment diary built for healthcare clinics. It shows every practitioner's availability, lets you book, move and cancel appointments, and links each appointment to the client's record, notes and billing. In PPS, the diary is included in both PPS and PPS Express, with unlimited appointment types, colour coding and treatment charges set by your clinic.
Look for a diary you can customise to your own appointment types and practitioner availability, protection against double-bookings, automated confirmations and reminders, and online booking that syncs with the diary in real time. Growing clinics should also look for room and multi-location management, waiting lists and group sessions. PPS includes all of these, with online booking, self check-in and call handling available as add-ons.
Yes. Physiotherapy clinics use PPS to schedule assessments, follow-ups and classes across multiple practitioners and treatment rooms. With the online booking add-on, clients can book 24/7 from your website, and every appointment links directly to the client's clinical notes and billing.
Yes, with the PPS online booking add-on (£20 per month). Patients choose a treatment, practitioner and time from your website at any time of day, and the booking appears in your diary in real time. You can also take full payment or a deposit at the point of booking. Find out more about online appointment booking.
Yes. PPS lets you manage rooms, departments and locations from one diary, so treatment rooms and resources are never double-booked. If your practitioners use PPS Express alongside PPS, they can work with rooms and locations there too.
Yes. PPS includes waiting list management. You can add clients who are waiting for a particular appointment type, date, time or practitioner, and PPS lets you know when a suitable slot becomes available, so cancelled appointments can be filled quickly.
Yes. PPS supports group sessions, classes and events with attendee limits, and they can be booked online alongside one-to-one appointments. Group sessions can also be managed in PPS Express when it is used alongside PPS.
Yes. The self check-in add-on (£20 per month) turns a tablet into an arrival kiosk for your waiting room. Clients confirm their arrival on the tablet, their appointment is marked as arrived in your PPS diary, and the practitioner knows their client is here, taking routine arrivals off your reception team. It works with any PPS solution.
Diary utilisation, or occupancy, is the booked time in your diary as a share of the time your practitioners are available. PPS includes diary occupancy reports, along with appointment trend and clinic time utilisation reports, which you can save as favourites and show as dashboard charts when you log in.
Yes. The call handling add-on (£20 per month) gives a call handling or virtual reception company secure access to PPS, so they can manage bookings in your diary on your behalf while your team focuses on clients.
Related features
Try the PPS clinic diary free for 30 days
Full access, no card required. Or book a demo and we'll show you the diary set up for your appointment types, practitioners and rooms.
30-day free trial · No credit card required · UK-based support