For private clinics in Hong Kong, 香港私家診所
wai runs booking, clinical notes, patient messaging in Cantonese, English, Putonghua or any language, payments and records for Hong Kong's clinics, medical centres and hospitals, and keeps each of them as evidence the Code of Practice for Clinics asks for. With replies drafted in Chinese or English for your team to approve and notes written during the consultation for the doctor to sign, wai is built to help you achieve a clean licensing inspection.
Updated . Every ORPHF fact is checked against orphf.gov.hk and the other official pages cited below.
With wai, patients are answered the same day in Cantonese, English or Putonghua, every record holds what the Code lists and is signed before the patient leaves, and the fees patients see at booking match the fee schedule at the counter. Every complaint and its reply sit on the patient's thread.
A licence or an exemption, a doctor in charge, and a Code of Practice met every day.
Five parts to clinic licensing under Cap. 633, from the licence to the record. Open one for its detail.1
Six kinds of record the Code asks a clinic to keep.2
A written policy, and each record with a unique identifier, demographics, drug allergies, consultation notes, investigations, treatment, and sick leave or referral records.
An up-to-date fee schedule covering all chargeable items, at reception and the cashier.
Sentinel and serious untoward events reported to the Director of Health within 24 hours, and incident reviews documented.
Each complaint documented, and a notice of the Committee's contact details.
A drug formulary and drug procurement documents.
Equipment maintenance records, sterilising logs and fire drill records.
Cap. 633 has no rating. A clinic holds a licence or an exemption.3
13 Oct 2025
is the day the clinic and small practice clinic provisions of Cap. 633 took effect.4
5,000
medical and dental clinics were in scope when the law was proposed, about 70% of them small practice clinics eligible for exemption.5
2,600+
letters of exemption had been issued by 30 March 2026, beside 26 clinic licences and 19 provisional licences.6
The provisional licence window has closed, and the penalty date is still to be announced.
The Chinese names of the law, the office and the licences on this page.
Each module runs part of the clinic and records the evidence for the requirements listed beside it.
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.
Evidences Licence or exemptionComplaints and patients' rights
Card payments into your own Stripe account, the cancellation policy shown at booking, invoices, statements and reconciliation, with an export for your accountant.
Evidences Complaints and patients' rightsThe Code of Practice for Clinics
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.
Evidences Records, incidents and dataThe Code of Practice for Clinics
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.
Evidences Complaints and patients' rights
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.
Evidences The Code of Practice for ClinicsRecords, incidents and data
Named accounts for every person, and role-based access enforced in the database, so every action sits under a name.
Takings, front desk and website reports, response targets, and the patient's own record exportable on request.
Evidences The Chief Medical Executive
Prices for clinics, groups and hospitals are published on the wai pricing page, and you can request a demo of the full platform.
For each part of Cap. 633, the records wai keeps, how you produce them, and what changes for patients and the business.
Who practised, and when, recorded from the first day.
On request. Show who practised at the clinic, and when, from the record.
Signed notes and weekly reports the CME can review.
On request. Asked how the CME manages care, show the signed notes and the reports they read.
The Code met inside the daily workflow.
On request. Pick a clause of the Code. Show the record that proves it is met.
Complaints answered in the patient's language and recorded.
On request. Open any complaint. The message, the reply and the time are all there.
Records completed and signed at the visit.
On request. Show any patient's record, its history and who has read it.
Published research on response times, ambient scribes and appointment reminders.
What may be asked for, where it is kept in wai, and how it is produced.
A readiness checklist in four parts.
Questions to expect, what to show, and where wai holds the answer.
What to show
The CME's registration, and the oversight they actually do.
Where wai has it ready
Signed notes and weekly reports give the CME the whole clinic, every week.
What to show
A record holding what the Code lists, signed and timed.
Where wai has it ready
Notes are written during the visit and signed with a time, and an amended note is signed again.
What to show
The same identifiers used at every step.
Where wai has it ready
One patient identity behind every booking, note, result and message.
What to show
Up to date, at reception and the cashier, and matching what patients pay.
Where wai has it ready
Fees and the cancellation policy are shown at booking, and kept with what the patient saw.
What to show
The mechanism, the time frame and the notice.
Where wai has it ready
Every complaint sits on the patient's thread, with the reply and the time.
What to show
Who reports, to whom, and within 24 hours.
Where wai has it ready
The audit trail gives the exact sequence of events, to the minute.
What to show
Roles, access controls and an access log.
Where wai has it ready
Role-based access enforced in the database, and every read logged against a named account.
Every private clinic in Hong Kong now needs a licence or an exemption, and each licence application carries a fee that is not refunded.
HK$10,900
is the licence application fee for a clinic with more than 10 consultation rooms, from HK$8,840 for up to 5.3
546
clinic licence applications and 2,712 exemption requests had been received by 30 March 2026.6
5 years
is the longest term of a clinic licence, renewed at least 6 weeks before it expires.3
The best Cap. 633 software is the system your clinic already runs on, so the evidence is a by-product of the work. Look for one record behind booking, notes, messaging in Chinese and English, payments and access, with signed, timed notes and a full audit trail. wai is built that way, to help you achieve a clean licensing inspection.
The Department of Health, through ORPHF, licenses and exempts private healthcare facilities. It does not approve, certify or endorse software, wai included, and software cannot earn a licence on a provider's behalf. wai keeps the records your team uses to show ORPHF how care is delivered, and ORPHF decides the licence.
Since 13 October 2025, yes, unless it qualifies as a small practice clinic. That means the operators are registered doctors or dentists, no more than 5 of them, and the only doctors or dentists serving the clinic apart from locums, with exclusive use of the premises. A small practice clinic holds a letter of exemption instead.
The provisional licence window has closed, so apply for a full licence now. The Government has not yet announced when penalties start, and clinics that have applied may continue to operate until then.
The application fee is HK$8,840 for up to 5 rooms, HK$9,860 for 6 to 10 rooms and HK$10,900 for more than 10, and is not refundable. A letter of exemption carries no fee.
Yes. wai drafts replies in the language the patient writes in, Cantonese, Putonghua, English or any other, for your team to approve, and answers intake questions by voice in any language.
Yes, every clinic runs on the same record, inbox and reports. Larger organisations usually start with one pathway, prove it on their own data, and widen it from there.
In your clinic's own jurisdiction, under its rules, encrypted, with a full audit log. We set this up with you before go-live.
Fifteen minutes on video, on your own diary, notes and inbox. Built to help you achieve a clean licensing inspection. wai hosts each clinic's records in its own country, under that country's rules. We set this up with you before go-live.