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Clinic software · Ontario
Clinic and practice software for Ontario
Scheduling in one place, notes in another, invoices in a third. We build practice software that puts booking, records and billing together, designed around Ontario’s PHIPA with client data hosted in Canada.
Why clinics outgrow their tools
A small clinic or therapy practice often runs on several tools that never quite talk to each other: a calendar for appointments, a document for session notes, another system for invoices and a messaging app for reminders. Each one is fine alone. Together they mean double entry, information in the wrong place and hours of admin that never appear on an invoice.
Practice software that brings those pieces together removes the double entry and puts a client’s history where the person treating them can see it. The difficulty is that health information is sensitive, so how the system is built and where the data lives matter as much as what it does.
What practice software can cover
Our own product Willow covers all of these for therapists. For other clinics we scope what you need.
Scheduling
Online booking, availability by practitioner and location, reminders and calendar sync, so appointments stop living in someone’s head.
Telehealth
Video sessions inside the same system, so a virtual appointment is booked, held and recorded the same way as an in-person one.
Session notes and records
Notes and client history kept in one place, easy to find when you need them and structured the way your practice works.
Billing and invoicing
Invoices created from the sessions you delivered, with payment tracking, instead of rebuilt by hand at month end.
Client portal
Clients book, reschedule, complete forms and message you in one secure place.
Intake and forms
Collect histories and consent before the first visit, so the appointment starts with what you need.
How we approach a clinic project
Understand how you work
We sit with you or your staff through a normal week: how clients book, what you record, how you bill and where time disappears.
Decide what moves first
Most clinics do not need everything at once. We choose the piece that removes the most admin and start there.
Design the data carefully
What is stored, who can see it, what is logged and where it is hosted are decided before anything is built.
Pilot with real appointments
One practitioner or one day a week first, so staff can tell us what feels wrong while it is easy to change.
Roll out and support
Go live in stages with two weeks of support, then extend to the next piece.
Practice software we have built
Our own product and client work.
Willow
Practice management software for Ontario therapists: scheduling, telehealth, session notes, billing and a client portal in one app, designed around PHIPA with client data hosted in Canada.
See it →Clinic Scheduling and Records
A booking and patient-history system for a medical clinic, bringing appointments, intake and history into one place instead of three.
See it →Therapy by Niha
A therapy practice running on Willow, our pilot customer for the product.
See it →Privacy and responsibility
In Ontario, health information is governed by the Personal Health Information Protection Act, and a clinic is generally responsible for the information it holds. We design practice software around PHIPA, keep client data hosted in Canada, give each user the least access that does their job, and log activity so it can be reviewed.
We do not describe any system as compliant. Whether a clinic is compliant depends on how it uses the software, its own policies and its agreements, so we tell you what we have designed in and what we would ask you to confirm with your own advisors or legal counsel.
Who this suits
Practices that want fewer tools and less admin.
- Therapists and counsellors in solo or small practices
- Physiotherapy, chiropractic and massage clinics
- Medical and allied-health clinics with growing admin
- Practices running on a calendar, a spreadsheet and a payment app
- Clinics that want a client portal without a large enterprise system
Questions we get asked
Is your clinic software PHIPA compliant?
We design it around PHIPA and host client data in Canada, but we do not call any system compliant, because that depends on how a clinic uses it, its policies and its agreements. We explain what we have designed in and what to confirm with your advisor or legal counsel.
Where is client data stored?
In Canada. Hosting location is one of the first things we decide for any practice project, along with who can access what and what gets logged.
Should I use Willow or have something built?
If you are a therapist or counsellor, Willow may already do what you need, and it is faster and cheaper to start with. For other kinds of clinic, or unusual workflows, we scope a build around how you work.
What does a clinic software project cost?
Scope and price are agreed in writing before work starts, and new projects start at $3,000 CAD. A clinic system is usually staged, so each piece has its own scope and price.
How long does it take?
A focused first piece, such as scheduling and reminders, typically fits inside 2 to 6 weeks from kickoff. Larger systems are broken into stages and scoped separately.
Can you move data from my current tools?
Often, yes. We look at what you use now and what can be exported, and tell you honestly what can be moved cleanly and what is better re-entered or left behind.
Do clients need to install anything?
No. Clients use a web portal in their browser to book, complete forms and message you, so there is nothing to download.
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Learn more →Want to talk about clinic and practice software?
Tell us what you do and what you want more of. In 15 minutes we will say whether we are the right people and roughly what it would cost. If we are not the right fit, we will say so on the call.