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For fertility clinics

Software for fertility clinics

A fertility clinic runs on a cycle where every scan and result decides the next step within days, and on consent that has to be written, signed and kept current. wai keeps the scans, the results, the signed notes and every message on one record, with each next step sent only once a clinician approves it.

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Updated . Every rule is cited to its official source below.

A woman in a cream suit seated in a rounded armchair before a wall of glass onto a calm sea, a second chair beside her

For

IVF and fertility clinics, egg freezing services and reproductive medicine practices

Workflows

Cycle follow-up, consent, consultation and treatment plans, inspection records

Rules

In the UK, the HFE Act 1990 and the HFEA Code of Practice

The work wai runs for fertility clinics

  1. Cycle follow-up, from scan to next stepWorkflow 01
  2. Consent to treatment and storageWorkflow 02
  3. Consultation, investigations and the treatment planWorkflow 03
  4. Records ready for inspectionWorkflow 04

Fertility workflows, and how wai handles each one

The work as your team does it today, step by step, and the part wai takes on.

01Workflow

Cycle follow-up, from scan to next step

During a treatment cycle, each monitoring scan and blood result changes what the patient does next, often the same day. The clinic that tells the patient quickly and clearly, in words a clinician approved, is the one patients trust.

  1. Plan the monitoring visits. Scans and blood tests are booked for the cycle before it starts.
  2. Record each scan and result. Findings go into the patient's record on the day, against the visit.
  3. Decide the next step. The clinician reviews the results and decides the dose, the next scan or the procedure date.
  4. Message the patient. The next step is drafted in plain language and sent once a clinician approves it.
  5. Answer the questions. Replies come back on the same thread, and every one is read by the team.

How wai handles it

  • Appointments. Monitoring visits are booked into each clinician's diary across the cycle, with a reminder before every one.
  • Follow-up. The next step is drafted on WhatsApp or email in the patient's own language, and goes only once a clinician approves it.
  • Scribe. The review note is written from the consultation, with the transcript beside it, for the clinician to sign.
  • Evidence and audit trail. Who saw each result and who approved each message, logged with a name and a time.

03Workflow

Consultation, investigations and the treatment plan

The first consultation sets the investigations, the plan and the cost. Patients arrive with questions and leave with a plan they can read again at home.

  1. Take the history. Both partners' histories, previous treatment and results, in the note.
  2. Order the investigations. Each test recorded against the visit, with the follow-up booked.
  3. Agree the plan. The treatment plan and its cost, discussed and written down.
  4. Send the letter. A letter to the patient, and to their GP where they agree.

How wai handles it

  • Scribe. The consultation note and the plan letter are written from the conversation, cited to published guidelines, for the clinician to sign.
  • Billing. The price and the cancellation policy are shown at booking, with invoices and statements in the patient's app.
  • Appointments. Patients request the first consultation from your own website, at any hour.

04Workflow

Records ready for inspection

In the UK, fertility clinics must hold an HFEA licence and, by law, are inspected every two years, with every inspection report published.2 In Northern Ireland, IVF services also register with RQIA in its independent hospital category.3

  1. Keep the record complete. Consent, notes, results and messages for every patient, on one record.
  2. Follow the Code. The HFEA Code of Practice sets out how clinics meet their legal duties, and its directions bind licensed centres.2
  3. Audit before the visit. Sample records and check consent, signatures and dates against the Code.4

How wai handles it

  • Reporting. Reports for any period, produced on the day an inspector asks for them.
  • Staff access. Every person on a named account, with role-based access enforced in the database.
  • Evidence and audit trail. Who saw what, who changed what, and when, to the minute.

The UK's fertility rules

In the UK, the Human Fertilisation and Embryology Authority licenses and inspects fertility clinics, and the 1990 Act sets the consent they must hold.

  1. Licence. Fertility clinics must apply to the HFEA for a licence to carry out their work.2
  2. Inspection. By law, clinics are inspected every two years, and every report is public.2
  3. Code of Practice. The 9th edition, version 4, dated October 2024, guides clinics on their legal obligations.4
  4. Consent. In writing and signed, with storage terms stated, and open to variation or withdrawal by notice until an embryo is used.1
A woman and a man talking across a low wooden table in a glass room above a wide bay and wooded hills

One system for the whole fertility practice

Every workflow above runs on the same patient record, diary and inbox.

  1. 01

    Appointments

    Online booking from your own website, every clinician's diary read from their calendar, reminders, rebooking after a missed visit and waitlist offers when a slot opens.

    For patients
    Online booking at any hour, with a reminder before the visit.
    For the business
    Fewer missed appointments, and cancelled slots offered to the waitlist.
    On the record
    Every booking, reminder and change, with a time and a name.
  2. 02

    Billing

    Card payments into your own Stripe account, the cancellation policy shown at booking, invoices, statements and reconciliation, with an export for your accountant.

    For patients
    A clear price and policy before they commit, and an invoice in their app.
    For the business
    Payments reconciled against visits, with an export for your accountant.
    On the record
    What was charged, when, against which visit, and the policy the patient saw.
  3. 03

    Scribe

    The note, letters and referrals written from the consultation, cited to published clinical guidelines, with the transcript beside the note, for the clinician to read, edit and sign.

    For patients
    The clinician's attention stays on them during the consultation.
    For the business
    Less time spent writing notes after clinic.
    On the record
    A contemporaneous note, signed, with the time, the signature and the source it cites.
  4. 04

    Follow-up

    WhatsApp, email and calls in one thread per patient, replies drafted in the patient's own language for your team to approve, a response clock on every new enquiry, and recalls a clinician approves.

    For patients
    A reply in the language they wrote in, approved by your team.
    For the business
    More enquiries answered within the hour, when they are most likely to book.
    On the record
    The whole conversation on one record, with response times.
  5. 05

    Evidence and audit trail

    Recording consent taken at booking, referrals written from the visit, patient flags for controlled drugs and safeguarding notes, and every read of a record logged against a named account.

    For patients
    Flags and checks in the record at the point of care.
    For the business
    Incident reviews that start from the audit trail, with times and names.
    On the record
    Who saw what, who changed what, and when, to the minute.
  6. 06

    Staff access

    Named accounts for every person, and role-based access enforced in the database, so every action sits under a name.

    For patients
    Their record seen only by staff whose role allows it.
    For the business
    Access and actions tied to named people, in the same system as the record.
    On the record
    Who holds which role, and every action taken under it.
  7. 07

    Reporting

    Takings, front desk and website reports, response targets, and the patient's own record exportable on request.

    For patients
    A copy of their record when they ask for it.
    For the business
    Weekly reports for leaders on response times, the front desk and takings.
    On the record
    Reports for any period, produced on the day they are asked for.

Prices for clinics, groups and hospitals are on the wai pricing page.

What a well-run practice gains

Patients answered within the hour, clinicians home on time and diaries that stay full, in published research.

  1. 7x

    An enquiry answered within the hour is nearly seven times as likely to become a real conversation.5

  2. 30%

    Clinicians using an ambient scribe did 30% less work after hours.6

  3. 23%

    Patients sent a notification before their visit were 23% more likely to attend.7

Questions

What does a fertility clinic need from its software?

Monitoring visits booked across the cycle, results turned into a clear next step quickly, consent recorded and kept current, and a record an inspector can read. wai runs each of these on one patient record.

How does wai send results to patients?

Each message is drafted in the patient's own language and sent only once a clinician approves it, and the approval is logged with a name and a time.

How does wai handle consent under the HFE Act?

The HFE Act requires written, signed consent.1 wai records that consent on the patient's record and writes the consent discussion into the clinician's signed note.

What does wai run in a fertility clinic?

wai runs the diary, the clinical notes, patient messages, billing and the audit trail, so every cycle reads from one record, alongside the systems your embryology team works in.

Opening a fertility clinic

Every city
  1. Opening a clinicOpening a clinic in London
  2. Opening a clinicOpening a clinic in Dubai
  3. Opening a clinicOpening a clinic in New York
  4. Opening a clinicOpening a clinic in Singapore

Read next

  1. Read nextAn AI scribe for fertility
  2. Read nextAn AI scribe for women's health
  3. Read nextPatient recalls and results admin

Other specialties

Every specialty
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  6. Specialtywai for longevity and preventive medicine clinics
  7. Specialtywai for private GP practices
  8. Specialtywai for home visit doctors

Request a demo for your fertility practice.

We show wai running fertility clinics on your own diary, notes and inbox, in a 15 minute video call with our team. wai hosts each clinic's records in its own country, under that country's rules.

Request a demoEmail us

team@wellnessa-i.com

Sources

  1. 1legislation.gov.uk, 1990Human Fertilisation and Embryology Act 1990, Schedule 3, Consent to use or storage of gametes, embryos or human admixed embryos etcRead source
  2. 2Human Fertilisation and Embryology Authority, 2026How we regulateRead source
  3. 3RQIA, 2026Registration GuidanceRead source
  4. 4Human Fertilisation and Embryology Authority, 2024Read the Code of Practice, 9th edition, version 4Read source
  5. 5Harvard Business Review, 2011The Short Life of Online Sales LeadsRead source
  6. 6JAMA Network Open, 2025Clinician Experiences With Ambient Scribe Technology to Assist With Documentation Burden and EfficiencyRead source
  7. 7BMJ Open, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysisRead source