Own product · appointments and back office
Clinic appointment management software: which kind you need and what decides the cost
In shortWeDevelop is a Romanian software company that develops its own appointment and management system, for clinics and practices, covering online booking, reminders, patient records, staff schedules, e-Factura invoicing and consumable stock. It fits clinics in Romania that want the calendar and the back office in one configured system, rather than a booking app beside separate programs.
At a glance
- Provider
- WeDevelop, a software company from Romania
- Clients
- Romania, the EU, the UK and North America
- Languages
- English and Romanian
- Invoicing
- EUR, GBP or RON
- Pricing
- Quoted after scoping, from your brief
- Contact
- office@wedevelop.ro
01Is this for you
When a clinic has outgrown the paper diary and the booking app
The diary is rarely the true problem. It is everything that hangs off an appointment. See whether these sound familiar.
- Reception spends the morning on the phone, and patients cannot see a free slot outside opening hours.
- Several specialists share rooms or equipment, and double bookings are found when the patient arrives.
- No-shows are noticed but not measured, and nobody can say which service or specialist they affect.
- The invoice, the patient file and the stock of consumables are kept in three separate places.
- You are opening a second location, and each site would otherwise keep its own version of the truth.
02What you decide
The rules you set when the system is configured
The product page lists the modules. A clinic's real configuration work is agreeing on the rules below, usually in one workshop.
How patients book
A widget inside your existing website, a hosted booking page or both, and which services you allow online at all.
Reminders and no-shows
When SMS and email reminders go out, how the waiting list fills a cancelled slot, and which services ask for a deposit.
What goes in the file
History, notes, documents and photos, plus your own forms per service, such as anamnesis, consent and treatment plan.
How resources are shared
Separate calendars per specialist, room and device, with conflict checks, so a booking also reserves what the visit needs.
What happens at the desk
Receipts and invoices from the appointment, card payments, cash register integration and the daily closing.
Who sees what
Roles per position and location, so reception, specialists, managers and the accountant each get the access they need.
03Which option
Booking app, specialist medical system or configured system
These three solve different problems. The right answer depends on whether your pain is at the front desk, in the clinical record or in the back office.
| Option | Fits when | Trade-off |
|---|---|---|
| Subscription booking app | One or two specialists mainly need online slots and reminders, and you want to start this week. | Quick and low commitment, though invoicing, stock and staff management usually live elsewhere, and customisation is limited. |
| Specialist medical practice system | Clinical depth is the priority: imaging, laboratory links or reporting to insurers from one record. | Strong in the clinical record, but check how well it covers stock, shifts, commissions and your own documents. |
| Our configured system | You want booking, patient files, staff, invoicing and stock in one place, shaped around your rules. | It needs an implementation and a workshop with your team, so it is not a same-day switch. |
| Paper diary and spreadsheets | A single practitioner with a stable list of patients and little need to report anything. | No online booking, no automatic reminders, and reports only when someone has time to build them. |
If you report to a health insurer or a national system from your clinical software, raise it first. That reporting is not among the modules we list, so a specialist medical system may serve you better, or the two may need to run side by side.
04Cost
What decides the cost for a clinic
There is no fixed tariff: you pick the parts and the offer follows. For clinics, these are the differences that count.
| Factor | Why it matters |
|---|---|
| Modules | Appointments and patient files alone are a smaller scope than adding invoicing, stock and staff management. |
| Users | A solo practice, a team and a network sit in different configurations because more people need more roles. |
| Locations | Several sites need stock per location, price lists per location and central reporting. |
| Integrations | Your website, calendars, cash register, card terminal, accounting and ERP are each a separate piece of work. |
| Reminder volume | SMS reminders run through an SMS gateway, so message volume is a running cost to plan for. |
| Migration | Importing clients, history and open appointments depends on how clean your current tool or spreadsheet is. |
Selecting the parts in the form gets you a written offer within two working days. Implementation, migration and training are quoted as a fixed price, so the one-off and the running costs can be judged separately.
05How to start
From the request to the first booked patient
Pick the parts
Choose the modules in the form on the product page and tell us how many specialists and locations you have.
Written offer
An implementation engineer reads the request and replies with an offer for that configuration.
Discovery and scope
One week to map services, rooms, staff and current tools, and one week to fix modules, plan and price.
Configuration and migration
Services, calendars, forms and price lists are configured and tested with your data, then clients and open appointments are imported.
Training and go-live
Training per role, a test day, fixes, then live with us on call for the first days.
06For an accurate offer
What to include in your request
A clinic manager can answer these in a few minutes, and they remove most of the back-and-forth.
- How many specialists, rooms and devices need a calendar, and at how many locations.
- The tool you use today for bookings and patient files, even if it is paper or Excel.
- Whether you issue receipts or invoices at the desk, and which cash register and card terminal you use.
- Any specific forms or consents that must be filled in for a service.
- Your website address, if patients should book directly from it.
07Questions
What clinic owners and managers ask
How much does clinic appointment software cost?
The cost depends on the modules, users, locations, integrations and hosting you choose, since we keep no fixed tariff. A solo practice and a multi-location clinic need different configurations, so pick the parts in the form and a written offer follows within two working days.
How long until we can take bookings in the new system?
The standard plan adds up to about six to eight weeks: two for discovery and scope, two to four for configuration, one for data migration and one for training and go-live. Fewer modules and clean data sit at the short end of that range.
Will this replace our medical record software?
It replaces it only if your clinical needs are met by patient files with history, documents and custom forms. If you rely on imaging, laboratory links or insurer reporting, compare carefully, because those functions are not among the modules we list for this product.
Can it reduce no-shows?
It gives you the tools, namely SMS and email reminders, a waiting list, deposits for chosen services and a no-show report, but we do not promise a percentage. Measure your own rate for a few months after go-live, because that figure is the only one that applies to your clinic.
Is it suitable for a dental practice?
Yes, dental practices are one of the businesses it is configured for, with calendars per specialist, room and device, and forms such as anamnesis, consent and treatment plan. Dental imaging and lab workflows are not listed modules, so tell us if you need those connected.
How is patient data protected under GDPR?
Access is role-based and logged, consents are recorded per patient, and data can be exported or deleted on request, with EU hosting and daily backups or your own servers. Your clinic remains responsible for its legal basis, and we provide the documentation your DPO needs.
Request a quote
Describe what you need. The enquiry goes to our team, and we reply by email with the next step.