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For private GP practices

Software for private GP practices

Patients choose a private GP for a same-day appointment, a doctor with time to listen and results that come back to them without chasing. wai runs that practice on one record, from the online request to the signed note, the referral letter and the result followed up, in the way CQC inspects it.

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

A receptionist at a pale stone front desk in a calm, light-filled private practice, tall windows onto trees behind her

For

Private GP practices and GP-led clinics in England

Regulator

Care Quality Commission

Workflows

Same-day appointments, notes and letters, results, referrals, recalls

Records

A clinic in England has its records hosted in the United Kingdom

The work wai runs for private GP practices

  1. Test results and clinical correspondenceWorkflow 01
  2. Same-day appointments that feel unhurriedWorkflow 02
  3. Notes, letters and referrals the doctor signsWorkflow 03
  4. Recalls and long-term monitoringWorkflow 04

Private GP 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

Test results and clinical correspondence

CQC asks every GP practice whether it has a safe and effective system to manage test results and correspondence, and names failure to follow up results as a major problem in primary care.1

  1. Order and track. Record every test ordered against the visit, and follow up patients who do not attend for it.1
  2. Spot what comes back, and what does not. CQC expects the system to identify when results return and to act when they do not.1
  3. Cover absence and locums. Results requested by a short-term locum or a clinician on leave still reach a named clinician.1
  4. Tell the patient and file the result. Inform the patient in a timely and clinically appropriate way, then record and file the result accurately.1
  5. Act on the abnormal. A clinician acts on results that alter management, and the action is in the signed note.

How wai handles it

  • Follow-up. The results message is drafted for a clinician to approve, and recalls for a repeat test go out once a clinician approves them.
  • Appointments. A patient who misses the test or the follow-up is offered a new time, and a cancelled slot goes to the waitlist.
  • Evidence and audit trail. Every read and change of the record is logged against a named account, so who reviewed each result, and when, is on the record.
  • Scribe. The results consultation becomes a signed note, and any referral is written from it.

02Workflow

Same-day appointments that feel unhurried

Patients come to a private GP for access, and the diary, the reminders and the replies have to deliver it on the busiest day of the week.

  1. Offer the next available time. Patients request appointments online at any hour, with every doctor's real availability.
  2. Answer every enquiry within the hour. Calls, WhatsApp and email reach one inbox, with a response clock on each new enquiry.
  3. Offer a chaperone at booking. CQC says the offer is ideally made when the appointment is booked, and that the offer and the answer are recorded.2
  4. Remind and rebook. A reminder before the visit, and a new time offered after a missed one.

How wai handles it

  • Appointments. Online booking from your own website, every doctor's diary read from their calendar, reminders and waitlist offers when a slot opens.
  • Follow-up. WhatsApp, email and calls in one thread per patient, with replies drafted for your team to approve.
  • Billing. The consultation price and cancellation policy are shown at booking, and payments are reconciled against visits.

03Workflow

Notes, letters and referrals the doctor signs

CQC lists ambient voice technology among the AI tools now used in general practice, turning the consultation into notes, summaries and letters.3 The doctor remains the author of the record.

  1. Record consent to the scribe. At booking, so the patient knows before they arrive.
  2. Consult. The doctor's attention stays with the patient.
  3. Review the draft. Read, edit and sign the note, the letter and the referral.
  4. Send and file. The signed letter goes to the patient or the specialist, and stays on the record.

How wai handles it

  • Scribe. The note, letters and referrals are written from the consultation, cited to guidelines such as NICE, with the transcript beside the note, for the doctor to read, edit and sign.
  • Staff access. The doctor's GMC number is on every letter they sign, and every action sits under a named account.
  • Evidence and audit trail. Consent to the scribe is recorded at booking, and referrals are written from the visit.

04Workflow

Recalls and long-term monitoring

Patients on long-term treatment need monitoring on time, and CQC expects recall systems as part of a safe results pathway.1

  1. Set the interval in the note. The plan records when the patient is next due.
  2. Recall in time. The invitation goes out ahead of the due date.
  3. Follow up non-attendance. A missed recall is offered again, and the attempt is on the record.

How wai handles it

  • Follow-up. Recalls go out only after a clinician approves them, in the patient's own language.
  • Reporting. Weekly reports on response times, the front desk and takings, produced on the day they are asked for.

What CQC asks a GP practice to show

CQC regulates private GP services in England, and its GP mythbusters say what inspectors look for.4

  1. A safe and effective system for test results and correspondence, covering ordering, attendance, results that do not return, absent clinicians and locums, informing patients, filing and acting on abnormal results.1
  2. A chaperone offered routinely, ideally at booking, with the offer and the answer recorded, and special consideration for home visits and remote consultations.2
  3. The knowledge, skills and equipment to manage expected medical emergencies, at the practice and on home visits.4
  4. AI tools such as ambient voice technology used with the practice's governance around them.3
A figure standing at a wall of glass high above a city of towers, trees framing the view

One system for the whole private gp 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 guidelines such as NICE, 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, role-based access enforced in the database, and the clinician's GMC number on every letter they sign.

    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

Customer story, The Wellness, London

Every clinician at The Wellness has 15 hours a week back.

The Wellness, a private clinic on Portman Square in London, runs its diary, front desk, patient records, notes, payments and follow-up on wai.

  1. 15 hrsreturned to each clinician, every week
  2. 0missed calls since the first Monday
  3. 31%more new-patient enquiries turned into visits

Read the story of The Wellness

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Questions

What does CQC look for in a private GP's results system?

Whether it is safe and effective across the whole pathway, from ordering the test to informing the patient, filing the result and acting when it is abnormal, including when a clinician is absent.1 wai keeps each step on the patient's record with a name and a time.

Can a private GP use an AI scribe?

Yes. CQC describes ambient voice technology as one of the AI tools now used in general practice.3 With wai, consent is recorded at booking and the doctor reads, edits and signs every note and letter.

Does wai work for a GP practice outside the NHS?

Yes. wai is built for private practice, with online booking, card payments, the scribe and patient messaging on one record.

How are chaperone offers recorded?

CQC asks practices to record the offer and the answer.2 With wai, the offer can be made at booking and the consultation note records who chaperoned or that the offer was declined.

Where are a London practice's records hosted?

A clinic in England has its records hosted in the United Kingdom.

Opening a private gp clinic

Every city
  1. Opening a clinicOpening a clinic in London
  2. Opening a clinicOpening a clinic in Edinburgh
  3. Opening a clinicOpening a clinic in Dubai

Read next

  1. Read nextAI scribe for private GPs
  2. Read nextAI scribe for GPs
  3. Read nextPatient recalls and results admin
  4. Read nextCQC results follow-up software
  5. Read nextCQC, the Care Quality Commission

Other specialties

Every specialty
  1. Specialtywai for dermatology clinics
  2. Specialtywai for aesthetic clinics
  3. Specialtywai for fertility clinics
  4. Specialtywai for dental practices
  5. Specialtywai for physiotherapy practices
  6. Specialtywai for mental health practices
  7. Specialtywai for longevity and preventive medicine clinics
  8. Specialtywai for home visit doctors

Request a demo for your private gp practice.

We show wai running private GP practices 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. 1Care Quality Commission, 2024GP mythbuster 46, managing test results and clinical correspondenceRead source
  2. 2Care Quality Commission, 2026GP mythbuster 15, chaperonesRead source
  3. 3Care Quality Commission, 2026GP mythbuster 109, use of artificial intelligence in GP servicesRead source
  4. 4Care Quality Commission, 2026GP mythbuster 1, emergency care in general practiceRead 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