Give each visit enough time
An initial consultation and a planned follow-up may need different slots. Set the duration for each appointment type so reception can place it appropriately in the diary.
Medical appointment software for clinics
Keep the appointment side of your clinic organised, from the first consultation to a planned follow-up. WebbyBooky brings appointment types, practitioner schedules and branch bookings into one calendar, with an online booking page that patients can use without calling reception to check every available time.
A booking day that works for your business
Keep online and reception bookings together
Use the same booking calendar when patients book online or contact reception. Staff can check the chosen practitioner and time before creating or changing an appointment.
Make clinic locations easy to choose
Show the right branch and the practitioners available there. Clear location details help patients arrange their visit at the clinic they intend to attend.
Make appointment types clear before patients book
Give initial consultations, follow-ups and longer visits their own names, descriptions and durations. Publish the appointment types your clinic accepts online and explain how patients should choose between them. Your clinical team sets the appropriate appointment lengths and handles clinical decisions separately.
View feature: Make appointment types clear before patients book- Service name
- Clinic appointment
- Service description
- Choose the visit type agreed with the clinic. Appointment lengths and fees are set by the practice.
Pricing and duration
- Price option name
- Initial consultation
- Price
- $60.00
- Duration
- 30 min
- Price option name
- Follow-up visit
- Price
- $40.00
- Duration
- 20 min
- Price option name
- Extended consultation
- Price
- $90.00
- Duration
- 45 min
From the first click to a confirmed booking
Choose the right booking
Patients select a clinic branch, a published appointment type and a practitioner who offers it. Use descriptions that explain booking choices without asking patients to diagnose themselves.
Find a suitable time
Patients choose an available time for the configured appointment length. Your clinic controls opening hours, service durations and the appointment types offered online.
Review the booking details
The client reviews the selected service or space, date, time and price, then provides their contact details. Clear descriptions help them arrive knowing what they have booked and which location to visit.
Complete the booking and payment
When online payments are enabled, collect the deposit or full amount required by your booking settings. Your team can also handle payment from the calendar, including a payment link for a client who is arranging the visit with you.
A clearer appointment diary for reception
Start the day by reviewing bookings by practitioner and location. Reception can see which visits are initial consultations, follow-ups or longer appointments, then update booking details when a patient changes their arrangements.
For a growing practice, organise branches and staff within the plan that fits your team. WebbyBooky Free includes up to 2 team members with unlimited bookings; larger plans provide more staff capacity. No credit card is required to start free.
Illustrative example
Example booking day
| Time | Booking |
|---|---|
| 09:00 | Initial consultation · 30 min |
| 11:00 | Follow-up visit · 20 min |
| 14:00 | Extended consultation · 45 min |
Make everyday bookings easier to manage
Organise appointments by practitioner
Assign appointment types to the team members who provide them and manage their branch assignments. Patients can select an appropriate provider for the appointment they want to book.
View feature: Organise appointments by practitionerGive reception one view of the day
See bookings by practitioner and branch, check visit times and update appointments when arrangements change. Keep bookings made by reception alongside those made online.
View feature: Give reception one view of the daySupport a growing clinic
Manage multiple locations in one account and set each branch’s opening hours. Add branches without an extra branch fee while keeping staff numbers within your chosen plan’s allowance.
View feature: Support a growing clinicGive clients a convenient way to pay
Bring payment into the same workflow as the booking. Choose how you collect money for your services or space hire, and explain the payment arrangements before the client commits.
Deposits and online checkout
Let clients pay a deposit or the full booking amount through your online booking portal. State what the payment covers so clients understand the amount they are paying before their visit.
Card payments at reception
Use a supported Stripe Terminal smart reader to collect an in-person card payment for a booking. Reader availability depends on your country and Stripe setup; see the device guide before buying hardware.
QR codes, SMS and email links
Show a payment QR code for the client to scan, or send the payment link by SMS or email. The client opens checkout on their own device, making it useful both at reception and when arranging payment before arrival.
Set up a booking page that reflects your business
Start with the bookings you handle most often. A clear menu and realistic availability help clients make the right choice and give your team a consistent place to manage requests.
- Add clinic locations and their opening hours.
- Create the appointment types your clinic accepts online, with clear descriptions and durations.
- Assign practitioners to their appointment types and branches, and give reception the appropriate admin permissions.
- Review a sample booking from the patient’s perspective before sharing the booking link.
Review and share your booking page
Review the client-facing names, descriptions, location, available times and payment settings. Share the booking link from your website and customer communications, and keep the details up to date as your offering changes.
Booking questions, answered
Can patients book consultations and follow-ups online?
Yes. Create clearly named appointment types, assign them to the relevant practitioners and share your booking page. Patients can choose a location, appointment type, provider and available time. Your clinic decides which visits are suitable for online booking.
Does this replace an electronic medical record system?
This page describes appointment scheduling and reception workflows. Medical records, diagnoses, prescriptions and clinical decision-making remain part of your separate clinical system and processes.
Can reception add bookings received by phone?
Yes. Reception can create and update bookings in the calendar after checking the practitioner and time, keeping telephone bookings alongside online appointments.
Can a small clinic start for free?
Yes. Start with the Free plan for up to 2 team members and unlimited bookings. Review the pricing page when you need more staff capacity; optional SMS is billed separately.
Can I keep my existing website?
Yes. Share your WebbyBooky booking portal link from your existing website so clients can choose a service, provider and available time. Keep your business information on your website and use the portal for the booking journey.
Can clients pay online or at the appointment?
With payments configured, you can collect a deposit or full payment online and take booking payments through the calendar. In-person options include supported Stripe Terminal readers and a QR payment page; links can also be sent by SMS or email. Available options depend on your payment setup.
Make your next booking easier to manage
Build your service or space menu, set your availability, and give clients a clear way to book. Start with your everyday workflow and expand as your business grows.