The Best Practice Management System

Practice Management Software is used by Private Practices to simplify complex business processes and enable them to provide high quality, personalised care. If you’re looking for a platform or to change from one platform to another it’s important you look at what features are offered by the platform to ensure that it’s able to scale and grow as you do along with providing the essentials to keep your practice running smoothly.

Appointment Booking

This should be an obvious one but having the ability to schedule appointments across multiple rooms and practitioners is essential. Also being able to quickly change, amend, invoice and repeat appointments is extremely useful in ensuring that extra time isn’t spent on tasks unnecessarily.

Take Function 365 for example, Function 365 Practice Management Software allows you to have multiple rooms and practitioners. Amending appointments is simply done by dragging and dropping them to the new date and time. You can even send an SMS reminder once an appointment has changed to ensure nothing is missed.

Patient Portal

First and foremost you have to ensure the Practice Management Software you choose is safe and secure. After all, you’re using it to store sensitive patient data which can’t be compromised. 

A patient portal is where all the information about each patient is stored. Some Practice Management Systems offer a basic patient portal with the ability to see the patients details and for them to book appointments. Whilst this is handy, systems like Function 365 go further and allow the patient to take a hands-on role in their care. Once an appointment is booked the patient then provides all the information you, as the practice, need to do their appointment via a smart intake form (setup by you in the admin panel, tailored to your clinical offering). They’re also able to pay for appointments and even packages of care directly in their portal. Making it a real smooth and seamless experience for the patient and also for the practice and practitioners. 

Automatic Appointment Reminders

Life sometimes gets in the way and we forget things. This is only natural. Practice Management Software is there to mitigate the risk of patients forgetting or simply missing their appointments by sending out appointment reminders. 

This is really important especially if it’s not a chargeable appointment. The last thing you want is to waste practitioner time if a patient forgets an appointment.

Here at F365 we offer appointment reminders via email (like most practice management systems) but we go a step further and even offer the ability to send SMS reminders too.

Secure Messaging

Not every practice management system has a secure messaging system built in. So it’s really useful to look out for this when you’re searching for practice management software. This is vitally important if you need to send messages to your patients that relate to sensitive information. 

Here at F365 we offer this feature built in as part of the system so you can always contact the patient but also, the patient can contact you - again, giving them the ability to really take a hands-on role in their care.

Dashboards & Reports

This is a pretty standard feature across most practice management systems however some of the metrics you’re able to see are pretty basic so it’s definitely worth checking what information you can report on and see to ensure you’re running your clinic as smoothly as possible.

Scale & Grow With You

This might sound simple, why wouldn’t my practice management system be suitable for me in a year's time if it’s suitable for me now? Well, if you plan to scale and grow your practice some practice management systems start out with a really low introductory rate and then bump the price up enormously if you start to scale up in future. At F365 we do not do this. We DO NOT limit features depending on your licence type. In real terms this means from the day you join us you will have access to all the amazing features we offer and as we develop more, these will automatically become available to you, you aren’t charged extra for these.

Knowledge Base & Support

Ever been on a website or software and wanted to know how to do something but weren’t sure how? Some practice management systems have great knowledge bases and support out there and some don’t. Be sure to check before signing up what support there is if you hit a roadblock! The last thing you want is to be stuck and not sure where to turn.

There are lots of other things (some of which will be unique to your practice) you need to look for when choosing the right Practice Management System. Our best advice is to book a demo and see for yourself how the system works and ask as many questions as you can to ensure you’re making the right decision for your business.

If you’d like to book a 1-2-1 demo with Function 365 CLICK HERE

The back-to-back acquisitions by Nestle of Atrium Innovations, a supplement manufacturer of multiple well-known brands in 2017 for $2.3 billion and then of a patient data management system in 2020 (NOT Function 365) sent shockwaves in the private healthcare industry.

Big Data Practice Management System
Big Data Practice Management System

Anyone on the fence before about whether or not big-food was hungry to colonise the growing supplement market received a stark wake-up call. The new owner of thousands of patient data records has a clear profit-driven incentive to data-mine these newly acquired data. We can only hope that this is done carefully and in a fully anonymised way. To use an analogy, the brewery bought the biggest pub-chain, and unsurprisingly, you can probably guess what will be on tap and what all the customer satisfaction surveys that get published will show...

Is YOUR Data Being Used For Good?

At Function 365 we are independent of any ties/ownership by supplement or product manufacturing. Our aim is to help patients get clear, unbiased advice from their practitioners who are best placed to assess them as a complete individual and make personalised care recommendations. Moreover, we are highly motivated to help practitioners using Function 365 to create and show completely anonymised metrics about their patient improvements under their care. To return to the pub analogy, Function 365 is similar to an independent Free House; practitioners using Function 365 can freely recommend any product they like, and independently monitor how that affects their clients.

You Cannot Improve What You Don’t Measure.

By using quantifiable measures of your wellbeing, your practitioner can track your progress, adjust your personalised care as your body responds, or doesn’t respond, to care and lifestyle changes. Furthermore, your practitioner can look for patterns across multiple patients to better understand what has and has not been effective; this helps them make data-driven decisions about what to focus on in future. By measuring outcomes in their clinical practice, practitioners can continually assess and improve their standards of care.

Why Is A Data-Driven Approach Such A Challenge?

The truth is gathering, storing and organising patient improvement data has such a high administrative cost and logistical overhead for most private clinics they simply don’t even attempt to do it. 

When we take a deeper look at the competing demands on practitioner time and resources we can understand why this is the case. Most clinicians providing personalised care, spend 3 hours of unpaid time writing notes, doing research and administrative overhead for every paid hour they spend with you in consultation. Add to this the financial pressures of running a private company and the need to document their compliance to standards set by the CQC and other professional oversight bodies. Unfortunately, the priority to systematically gather quantifiable data about how you, the patient, is doing is a difficult one to have high up the list. 

Without a system like Function 365 your doctor, health coach, nutritional therapist or psychotherapist simply doesn’t have the resources that the likes of Nestle does to quantitatively understand the changes in your health. For years big-food and big-pharma have been able to take to the bank that they are the only ones who can afford to gather data at the scale to show efficacy.

Changing The Game.

Function 365 brings to your practitioner’s fingertips the ability to work seamlessly with you to keep up to date with how you’re doing and understand how multifaceted protocols of care are working for you, and your epigenetic environment. Your practitioner is able to do this without needing to secure research funding, or spend countless hours managing forms and raw data. We believe that the answers to human health are in human ingenuity, with practitioners providing personalised care at scale and not just the next wonder tablet backed by billion-dollar multi-nationals.


So thank you, thank you, and thank you again for taking the time to tell your practitioner how you’re doing. You’re making a difference that will last a lifetime and can change the face of our broken healthcare industry for good.

Online Appointment Booking Made Simple

Function 365 was designed with one clear goal in mind, to allow you to:

“Build quickly, communicate effectively and collaborate seamlessly”

We take this view when developing any aspect of the software.

As you would expect, booking an appointment is one of those core features.

Booking Appointments

There are 3 main ways an appointment can be booked;

  1. Patient booking through landing page
  1. Patient booking via the patient portal
  1. Staff member (receptionist/PA/practitioner) booking an appointment for a patient

1 - If you have a new customer who doesn’t have access to a patient portal yet, the best way for them to book is via your landing page. This will ensure that they’re booking in correctly, at a time you’re available. It is a seamless experience for the patient and allows for the patient portal creation.

2 - If a patient has already seen you, so has access to their patient portal already, they can easily book an appointment by click on the + symbol at the top of their patient portal screen. This will bring up the type of appointments they can book and the times available. Depending on the type of care and appointment, payments can be taken at this point also.

3 - Someone phones or is there and person and you need to create an appointment for a patient? Not a problem, navigate to the correct day from the Receptionist Portal, select the practitioner, patient and type of care, ensure the time is correct and click save. You can even notify them here by SMS to confirm the appointment with them.

We don’t want to restrict any way of working so we make Function 365 Practice Management Software as customisable as we can.

Google My Business, What is it?

Have you ever searched for a company on Google and all their information came up? Well, that doesn’t just appear (Google isn’t that clever .. YET), people ‘claim’ ownership of the business and submit their details through, you’ve guessed it, Google My Business!

What information is needed for Google My Business?

Google may already know quite a bit about your company from ‘crawling’ (scanning through) your website. The information it wants to know for Google My Business is:

Company Name

Trading Address

Contact Number

Website Link

Opening Hours

Once you’ve submitted this information Google can make sure that when someone searches for you, or companies like yours that you’re showing up and it’s really easy for people to find you and contact you.

How to get started?

Getting started with Google My Business is really simple. All you have to do is Google ‘Google My Business’. The first link (Google My Business - Manage Your Profile) will take you to the home page where it will explain in more detail exactly how Google My Business can assist your business.

When you’re ready to get going, simply click ‘manage now’ and go through Google’s simple step-by-step setup!

Here is a direct link to Google My Business -

Function 365 makes it really simple for you (the patient) to book appointments with your practitioner online.

But what next?

After you’ve booked your appointment you will be taken to the patient hub. This is where you are able to access all your information, pay for supplements or follow up appointments and, most importantly, fill in your intake forms.

What are intake forms?

Intake forms are used by your practitioner to gather all the relevant information they need from you before your appointment begins. This can include information about your symptoms, why you’re wanting to see them, your health history and medications.

Function 365 will walk you through each stage of the intake process, there are even handy videos from your practitioner on pages to explain what type of information is required.

Try to give as much relevant detail as possible in this section. The more the practitioner knows, the more they’ll be able to help!

Why are intake forms so important?

As I’ve touched on above, the forms give the practitioner information they’re going to need to provide the best care possible but that’s not the only reason they will ask you to fill in the forms. By filling in information before appointments it allows the practitioner to track progress and share this with you. Ensuring you’re both able to work towards the same common goal.

In the end, the practitioner wants to provide the best care and you want to receive it - Function 365 enables this in a real user friendly way.

What happens if I forget to fill in my intake forms?

Everyone leads busy lives so if you forget to fill in the forms don’t worry, we’ll send you an email reminder to ensure you’re prepared and ready for your appointment with your practitioner!

How to Choose Practice Management Software

Choosing Practice Management Software for your Private Practice is something you really should put some time into. We speak with a lot of Clinicians that went straight for the first one they found but it actually didn’t end up working very well for them. 

Today I’m going to talk you through some things to consider when choosing Practice Management Software and things to consider for further down the road. 

Scaleability - Practice Management Software

Whether your Practice is new or established, scalability should be on your mind! Businesses grow over time and you need Practice Management Software that can and will grow with you - when I talk about scalability I’m also talking about pricing. Will the software still be cost effective for you in a years time and in 10 years time or will it eventually become too expensive to run as you grow. 

Lots of Practice Management Software offer really cheap rates for smaller practices or single licences but when it’s time to scale people really do get burnt. Bare this in mind, don’t just look at the lower end look at the pricing structure and additional features offered for the price points too!

Ease of Use - Practice Management Software

This might sound simple like, why would a company make their software complicated but not all companies invest as much time in user experience as they probably should. This could mean that something you love about the software eventually doesn’t work anymore or is removed from the software all together or for you as the practitioner it really doesn’t meet your requirements as there is just too much information in too many places.

Here at F365 our focus is on the client and ensuring they have the right tools to run their practices the best way possible and we’re always open to talk about new features if you feel you’d like to see something that isn’t already there. You never know, we may already be working on it!

Continual Development - Practice Management Software

Ever gone to the supermarket to find out that chocolate bar you love is no longer being sold. 

For me it was a Spira. I still haven’t forgiven Cadbury’s but that is a completely different story!!

Now, imagine having an issue with your software and finding out the company who developed it is no longer updating the platform or worse still is no longer in business.

Do your homework! Companies that are client focused (and not just money making focused) are a lot more reliable and will never do a Cadbury’s on you!

** Starts writing official letter to Cadbury’s to bring back the Spira immediately **

Reliable Support - Practice Management Software

Aside from an awesome demo and implementation what you really need is support incase you don’t know how to do something or if something goes wrong. Especially when you’re working with such sensitive information. Lots of Practice Management Software companies don’t offer support or only offer it if you’re on a larger premier package - here at F365 we offer the same level of support regardless of the licence you hold and always will do!

Doing your homework is a lot like checking the box to say you’ve read the terms and conditions (when everyone knows you haven’t), you can just click it and hope for the best or you can invest your time, get all the facts and make the right choice. I know what I’d do!

Paid Facebook Advertising

Facebook is an extremely powerful tool. Think about your medical practice for a moment, how many people walk past your doors every day? 

Well, Facebook is your digital door. Allowing you to showcase your business to potential clients near you who are already in the market for your medical services.

To Boost v To Advertise

Ever noticed that handy little “Boost Now” button that pops up at the bottom of your posts on Facebook? It looks handy but don’t be fooled. If you click it you have the ability to show your advert to SOME people but are they the RIGHT people?
Consider doing some research into Facebook Advertising through Facebook’s handy business manager - 

Facebook’s business manager allows you to create targeting advertising campaigns for your Medical Practice which are highly targeted to your perfect client but also allows to you set other demographic criteria like; age, gender, location and so much more!

A short course that’s really handy to get your head around the basics is:

The Ultimate Facebook Ad & Marketing Guide -

Know Your Audience

This one might sound pretty simple but sometimes people forget your business page isn’t like your regular Facebook page. That funny cat meme you shared with your friends may not be the most appropriate thing to post on your business profile! 

Struggling for ideas? My advice is to use social media as a chance to tell your story.

Text v Photo

Did you know, every 4th post down your Facebook timeline is an advert (go on, check it - it’ll say “Sponsored” right under the name). We’re constantly being fed information and pretty much all of that now is either photo or video. Don’t have any or many photos to post? Don’t sweat it, sites like Canva ( are super helpful to create professional looking artwork or material for both your social feed and even your website, better still, Canva is actually free.

Let me wrap this one up here - Facebook advertising can be a minefield and I completely understand why some companies think it’s easier to get a digital marketing company to do the work for them HOWEVER with a little bit of time you can actually become a Facebook Ads pro pretty quickly!

The Power of Social Media

In 2021 it is now recorded there are 2.89 billion people on Facebook.

Just let that number sink in. 

Since its inception in 2009 Facebook (and other social media) has been connecting people, business and communities together. So what can Social Media do for your business?

Get Your Name Out There

Social Media is really powerful at increasing brand awareness of a business. You’re able to connect with people who may never heard of your (yet) but are actively searching for a Medical Practice just like yours!

Before social media, companies relied on the local area, word of mouth and print advertising. Social Media is so incredible because it’s free and you have the potential to reach millions of people in your target area at the click of a button.

Popular Social Media Websites:





Click the linked and give us a follow!

People Buy From People

Your social feeds are your chance to show a little bit more about yourself, your practice and even about your ethos, what you stand for. In private practice you’re asking people to spend money and trust you. It’s a lot easier to trust you if they feel they know you!

Now I’m not saying you should post personal content and information but simply a picture of yourself explaining who you are and the same for your staff/colleagues makes potential customers feel an association with your company and brand.

Drive from Social to Web

A really handy tool that you can utilise on social media is the “push to website” feature.

Posting regularly with a like to your website is HIGHLY recommended. This gives your followers a chance to explore content on your website and get to know the services you offer. As well as this, Facebook allows you to to put a Button at the top of your Facebook page. If you set this up with your website link, people will be able to reach your site a lot more easily.

Generate Those Leads

I’ve mentioned above that social media is free, and it is, but if you want to really start generating leads it’s a good idea to consider paid social media advertising (I’ll cover this in detail in a later blog).

Let’s wrap this up - is Social Media powerful? ABSOLUTELY! Should your business be on Social Media? 100%. It gives your customers a chance to interact with you on a different level, it allows you to speak directly with customers and better yet, you can advertise to people you would never have reached without the power of Social Media!

Medical practice going paperless? We've made it easy with F365!

Technology is advancing quickly. The world is changing and in most instances its for the better. Being able to save patient details, notes and information on a secure Practice Management System like Function 365 ensures safety for all patient data at your Medical Practice. Let's have a look at some of the benefits of using a secure Practice Management System at your practice/clinic.

Paper Systems

Paper copies can easily be lost, damaged or destroyed. They’re also not as secure! What happens if someone at your Medical Practice leaves the filing cabinet open by mistake? Human error happens in every business but when we’re working with sensitive patient information we need to ensure that we are minimising these risks by using a Practice Management System like Function 365 to securely save data. 

MYTH BUST - “Information on the internet is always getting hacked, how is it any safer on your system than it is in my filing cabinet”. 

Well, imagine your filing cabinet had a 24 hour security guard at your Medical Practice, wouldn’t it be a lot safer? What if I told you, Function 365 Practice Management IS that security guard for your data?

Why is storing data on a Function 365 the way forward?

That’s a simple one, all your data is backed up, there is no risk of losing patient notes or data because we’re here to ensure that safety and security of patient data is maintained for your Medical Practice. 

If your clinic was to flood, paper copies of Patient Data could be lost or destroyed, there is no risk of that happened if your information is stored in an efficient Practice Management System.

It also helps you organise your workflow. Patient information, data, notes, test results and much more are stored in one place. At the click of a button you can pull up the patients profile and look back over their entire history. This is all done in a visually attractive way too, making it really simple to overlay charts to see patient progress and you can even show this to your patients during a session!

Other benefits to your patients and your practice

Information is there at the click of a button, within seconds, no rooting through files and “prepping” for appointments. This makes it a smoother process for yourself but also means that you can manage that appointment, bring up test results, data and information and show your patients in real time at the click of a button!

You’re also able to see, clearly and in a really simple format how patient behaviour, history and health has changed over time which in turns mean you can offer better care for your patients.


Ok, we’ve all seen the annoying popups on websites but in the real word what does GDPR mean for your practice, going paperless and your data? (If you aren't sure how GDPR affects your Medical Practice you can find all the information on the government website here -

Having all information stored digitally actually helps you and your practice comply with GDPR a lot more easily. All documents are securely saved, access to documents is restricted and there is also a trail of where the information has been making Function 365 Practice Management convenient and useful for your practice. 

No one’s saying we’re going to completely stop the need for paper copies of some information but if we can save a few trees whilst ensuring we’re working more effectively and efficiently everyone really does win!

Want more information on Function 365 Practice Management Software? Get in touch today and book a demo! Its free!

Function 365 Landscape Logo - Practice Management Software
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