CLINIC MANAGEMENT, REIMAGINED

Run your clinic.
Delight your patients.

Orla Clinic Manager brings your day, your patients and your team together in one intelligent platform. Less admin. More care.

Book a pilot call→ Explore the product
Trusted by modern clinics across Europe
GDPRCompliant EUHosted Built inIreland
A bright treatment room with a teal plinth in afternoon light

Built for multidisciplinary clinics

Physiotherapy Chiropractic Osteopathy Podiatry Speech Therapy Psychology Dietetics More
THE PROBLEM

Clinics don't lose money in the treatment room.

They lose it in the ten minutes between treatments — and in the systems that were built to record the clinic day, not to run it. Four to six disconnected tools, or one good filing cabinet. Either way, the desk stays manual.

11:42 A new patient rings mid-session. It rings out. She books somewhere that answered.
14:02 The 14:15 cancels. The slot stays empty all afternoon — while five people sit on a paper waitlist.
17:30 Three notes unfinished, two invoices unsent, and a care plan with sessions left — and nothing booked.
Composite day, from 2026 clinic interviews.
Missed calls.
Empty slots.
Unfinished notes.
Lapsed patients.
Orla closes every one.
THE DAY

One record, booking to rebooking.

No swivel-chair between five tools. No re-keying. No patient who exists three times. Every stage of the day writes to the same record.

01Book Patients book themselves on a branded page — service, practitioner, time, deposit — with rooms and equipment checked as it lands.
02Confirm Reminder sequences over SMS and email that ask for a yes — quiet hours respected, confirm-by-reply, deposits holding the slot.
03Arrive A flow board for the day — waiting, in treatment, ready to pay. The desk sees the whole floor at a glance.
04Treat SOAP notes from templates, a body map, outcome measures, letters — beside the diary, not in another system. Signed notes lock.
05Take payment Checkout at the desk, invoices with a gapless number sequence, packages, vouchers — missed-appointment fees always one deliberate click.
06Refill & return Waitlist auto-offer when a slot opens, recalls when a care plan lapses, review requests — all gated on the right consent.
07Account for it Utilisation, no-shows, revenue and rebooking rate — and a record a patient can ask for and actually receive.
THE MAGIC MOMENT

14:02, a cancellation.
14:06, the slot is filled.

Everyone on the waitlist who actually fits the slot — right service, right practitioner, right room — gets one text with one link. First to tap takes it and pays the deposit. The rest are told plainly that it went.

4 min
cancellation to refilled
0
phone calls made
€20
deposit already taken
ILLUSTRATIVE WORKED EXAMPLE
14:02 Mary cancels her 14:15 by tapping the link in her reminder.
14:02 Orla matches the waitlist — five patients fit. Each gets one link.
14:06 Cathal taps first and pays the €20 deposit.
SLOT REFILLED DEPOSIT HELD
14:07 The other four are told it went. The owner gets an email: the diary closed its own gap.
The product

Twelve features. One kernel. One patient record.

Everything below ships today and writes to the same record — photographed from the product, not drawn.

Feature 01

The diary

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.
The patient booking page on a phone: day chips across the top and a grid of real free times underneath.
Feature 02

Online booking

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
Feature 03

Reminders & the waitlist

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.
A patient's clinical record, allergies flagged at the top: a SOAP note still in draft, and under it a signed one, locked, with an amendment appended.
Feature 04

The clinical record

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
Feature 05

Forms & documents

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.
The billing screen: invoices with what is paid, part-paid and outstanding, and the day's takings.
Feature 06

Payments & billing

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
Feature 07

Growth

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

RECALLS · CAMPAIGNS · LOYALTY
Feature 08

The inbox

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
Feature 09

The day, run

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
Feature 10

Patients & portal

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
Feature 11

Reporting

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
Feature 12

Team & trust

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
THE DATA

European by construction, not by settings page.

Most practice systems are Australian, Canadian or American — the patient records follow the vendor home. Orla is built in Dublin and keeps the application, the database and every patient file on servers in the EU.

Data-subject rights aren't a support ticket: export and erasure are shipped, tested features with a written receipt of what was kept and why.

RESIDENCY Application, database and patient files — the EU
ISOLATION Per-clinic row-level security, enforced in the database
AUDIT Append-only journal — records who read a record, not only who changed it
RIGHTS Article 15 export & Article 17 erasure — shipped features
CONSENT Privacy, reminders, marketing and AI — separate, revocable grants
QUESTIONS, ANSWERED PLAINLY

Frequently asked

Where does patient data live?+

On servers in the EU — application, database and patient documents. Every clinic's rows are isolated by row-level security in the database itself, and an append-only audit journal records who opened a record, not only who changed it.

Is Orla a medical device?+

No — Orla is practice-management software. AI-drafted clinical notes are a Class IIa medical device under EU MDR, so Orla's position is to integrate a certified scribe rather than ship an uncertified one. The device liability belongs with the party holding the certificate.

What does the founding pilot involve?+

You run Orla in the clinic before launch, with a direct line to the founder. We move your data in for you, sit with your front desk for the first week, and build around what your Tuesday actually looks like. Terms are agreed plainly on the call.

We're on Cliniko, Zanda or Pabau — how do we move?+

White-glove: you export, we import — patients, appointments, notes and balances — then run in parallel until you're satisfied nothing is lost. The competitor we respect most is a paper diary and the cost of a Tuesday afternoon spent moving; the pilot is designed so you never pay it.

What does the AI actually do — and not do?+

Today, the automation fills slots and chases confirmations — waitlist auto-offer, reminder sequences, recalls. The conversational assistant ships next, under one contract: it always discloses it is an assistant, it proposes and a named human confirms, the audit log records both, and it never signs a clinical note.

FOUNDING PILOT PROGRAMME · 2026

Pass Orla the phone.

A thirty-minute call: we look at your diary, your no-shows and your unfinished notes, and show you — on your own numbers — what Orla would have closed.

Book a pilot call→ HELLO@RELAYLABS.IE