Keep clinic bookings and records together

Keep bookings, intake and records together

Our IT support work exposed disconnected bookings, paper intake and unclear record access. BookMyVenue fixes all three for one published monthly price, with no percentage of billings.

Booking never waits on paperwork

Clients book first, then receive the intake link. An abandoned form cannot lose the appointment.

The link works once and expires after submission. Its token does not enter server logs.

Build required fields, dates, typed-name attestations and conditional questions. Publishing locks that version; edits create a new one.

Consent you can still show years later

Each consent action records the date, wording version and person involved.

• The collection notice explains what you collect and why.
• Consent is versioned and never pre-ticked.
• Marketing consent stays separate from treatment consent.
• For a minor, a guardian consents and the record shows on whose behalf.

A note is never written over

Clinical notes cannot be edited or deleted. Corrections are dated amendments that link to the unchanged original and state the reason.

Only the right people can open a record

Owners, managers and treating staff can open records. Read-only logins cannot open them. Only owners and managers can export. Every refused attempt is logged.

No other business can open your records. BookMyVenue admins cannot open clinical notes, and an automated test checks that.

Retention rules and a privacy wall

• Records are kept seven years from the last service; a minor’s until they turn 25.
• Records without a date of birth cannot be disposed of.
• Disposal requires proposal and confirmation. Authority is checked twice, and every disposal is permanently recorded.
• A legal hold stops disposal.

Only the qualified get booked

Practitioners can only be booked for services they’re qualified to deliver. Set duration and price by practitioner; preparation and cleanup buffers stay with the service.

The booking side, in clinic terms

• Deposits at booking: set per service, a fixed amount or a percentage, paid through Stripe’s checkout page.
• Email and SMS confirmations and reminders. Failed messages show the reason.
• Clients can move an appointment up to three times within your rules.
• Waitlists notify the next match without booking automatically.

What the law asks for, and what software can and cannot do

BookMyVenue is designed with the Privacy Act 1988 (Cth) and NSW Health Records and Information Privacy Act in mind. Software cannot ensure compliance. Your legal obligations remain yours.