Booking software for shared clinics, where every practitioner keeps their own records.

Why a shared clinic needs separate accounts, not one shared login

Most clinic systems are built for a practice that employs its clinicians: one account, one patient list, one till. That suits a team, not independent practitioners who treat their own patients.

1. 1

   Records are the practitioner's responsibility

   The Chartered Society of Physiotherapy says a self-employed physio working on their own account owns their notes, and the General Chiropractic Council’s code says records stay your responsibility unless a contract transfers them.

2. 2

   Each practice is usually responsible for its own data

   A self-employed practitioner who decides how their own patients' information is used is normally responsible for it in law. One clinic account puts everyone's patient data in the owner's hands instead.

3. 3

   Leaving should not mean untangling

   The GCC and the General Osteopathic Council both expect you to plan for your records when you move on. With separate accounts, the records were never anywhere else.

4. 4

   Patients pay the person who treats them

   With one clinic account, someone has to work out each practitioner's share and pay it on. With separate accounts, every deposit goes straight to the practitioner who was booked.

How much should practitioners in a shared clinic see of each other?

It matters more in a clinic than anywhere, because what you book is health information. Under UK GDPR, health information is special category data, and the same applies in Ireland. It reaches beyond notes: in one Data Protection Commission case, appointment details that hinted at an illness counted as health data, so even “Pelvic health assessment” in a shared diary says something. Link only as closely as you need. The link levels apply both ways, and Customise permissions sets each direction separately. From least shared to most:

• Busy/free time blocks only: colleagues see that you are busy, not who with or what for. Choose it under Customise permissions, then Calendar visibility.
• See each other’s diaries: colleagues see your bookings, services and times, with no patient names or contact details, and cannot change anything.
• Manage each other’s bookings: adds patient names and contact details, and moving or editing bookings that already exist.
• Work as one team: adds making and cancelling bookings for each other and seeing each other’s booking reports. Once treatment records are switched on, each side’s admins and practitioners with a diary can open and add records for the other’s patients. It is the only level that can run a shared booking page. A link limited with Which of your calendars? never shares records.

Keep clinical notes in a separate notes system? Leave Treatment records off in ResNeo, and even Work as one team then shares bookings and contact details, never notes. If you do switch them on, the switch-on screen names any practice linked with you at Work as one team, because its team will see your records too.

Treatment rooms: how to stop two people booking one room

Be clear about this first. In ResNeo, an appointment never reserves a room, and rooms never block across separate accounts, so ResNeo will not stop two practitioners on separate accounts booking one room at the same time. This is what shared clinics do instead.

1. 1

   Agree a room rota

   Room 2 is Sam’s on Monday and Thursday and Lena’s on Tuesday. Write the rota into each agreement, and have each practitioner set their working hours to their sessions. If the clinic uses a room on the days it is not let, ResNeo will not stop a clash between the two accounts, so put those days on the rota too.

2. 2

   Let rooms by the hour from the clinic's own account

   Room hire works on one account: each room is a bookable resource on the clinic’s account, and practitioners book and pay for room time under Book a resource. A room for hire cannot be double-booked, and reports show its Resource utilisation. Rooms for hire show on the clinic’s public booking page under Book a resource, so patients see them too. Booking a room adds nothing to the practitioner’s own diary, so they still set their hours to match. Our page on room and facility hire booking covers hourly prices, deposits and opening times.

3. 3

   Let everyone see the room bookings

   Link each practitioner with the clinic at busy/free, and under Which of your calendars? the clinic shares only its room columns. Every practitioner then sees room bookings beside their own diary, without linking with each other.

Can a shared clinic have one booking page?

Yes, without pooling anyone’s books. The way you choose decides how much patient information moves.

Link to each practitioner from the clinic’s website. Each practitioner keeps their own booking page, and the clinic’s website and front desk point patients to the right one. No patient information is shared. On Google, the clinic keeps its own Business Profile, separate from each practitioner’s (Google’s guidelines).

One combined booking page. Linked at Work as one team, one of you hosts a page under the host’s name or A different name, such as the clinic’s. Before paying, patients see You are booking with the practitioner’s business, and the booking, payment and patient record belong to that practitioner. The host builds the menu; each practitioner sets their own price, length, buffer and deposit unless the host locks that service. Read about running a combined booking page.

If a receptionist books for practitioners. The receptionist works in the clinic’s account, so each practitioner has to let the clinic create bookings in their diary: Work as one team, or Customise permissions with Create, edit and cancel bookings. Either way the clinic sees that practitioner’s patients’ names and contact details, so put it in your agreement. To keep your treatment records private, choose Customise permissions and pick only your own calendar under Which of your calendars?: a link limited that way never shares records. At Work as one team, the clinic’s admins and clinicians can open them. Someone with the Front desk role never can.

What regulators expect, and patient data

Every profession asks for complete, secure, confidential records, kept long enough, with a plan for when you move on. Short summaries; read your own body’s standards in full.

• HCPC registrants, such as physiotherapists and podiatrists: accurate records, protected from inappropriate access, and confidentiality (HCPC standards).
• Osteopaths: patients’ identities kept confidential by everyone at your clinic, and records kept at least eight years after the last consultation (GOsC standards).
• Physiotherapists in private practice: the CSP advises keeping adult records for eight years in England and six in Scotland. Check your own NHS schedule in Wales or Northern Ireland, and your professional body in Ireland. ResNeo’s erase warning uses eight years, so check your own body’s rule first.
• Counsellors and psychotherapists: the BACP’s 2026 Ethical Framework asks members to tell clients about the digital systems that hold their information. In Ireland, the IACP recommends keeping records for seven years after the last session.
• Massage and sports massage therapists, and counsellors in the UK, have no statutory regulator. If you are on a voluntary register, such as the CNHC’s, or in a professional association, follow its code. Data protection law applies to you just as it does to a physio.
• In Ireland, CORU regulates physiotherapists and other health and social care professions, each with its own code.

Questions to ask any booking system about patient data

No booking system makes you compliant, ResNeo included. Ask any of them these questions.

• Will you sign a data processing agreement? ResNeo acts as your processor under its Data Processing Agreement, which covers health data and photos.
• Where is the data held? The database and file storage, including treatment records, photos and forms, are in Frankfurt, Germany, in the EEA. Some other service providers process data outside the UK, under the safeguards set out in our privacy policy.
• Who at the provider can read clinical notes? ResNeo support, when you ask us to look at your account, can see that a patient has records but cannot open them.
• Who on my side can see them? Admins and team members with their own calendar. Never Front desk. Printing and exporting need Can export client data.
• Can I see who opened a record? Admins see Who opened this, and every change keeps the earlier version, with See changes.
• Can I get everything out? Export your data, under Reports, downloads appointments, clients and treatment records.

In the UK, sole traders who use personal information pay the ICO data protection fee unless exempt (the lowest tier is £52 a year); the clinic’s fee does not cover its practitioners. Ireland has no registration fee. In both, you need a lawful basis and a health data condition for what you keep, a privacy notice, and a data protection impact assessment before anything likely to be high risk.

Renting or letting a clinic room: what to agree in writing

A short written agreement prevents most arguments. Points to cover, drawn from a law firm’s guide to therapy room licences:

• What it costs. No professional body publishes a typical rate. Two listings we checked on 6 November 2026 asked from £15 an hour (a consulting room in Camden, London) and from £18 an hour with a two-hour minimum (a treatment room in Chorlton, Manchester), both including VAT.
• The fee (hourly, sessional, daily or monthly) and what it includes: reception, waiting area, couches, towels, Wi-Fi.
• In England and Wales, licence or lease: exclusive control of a room for a fixed period can look like a lease, and many commercial leases restrict letting space without the landlord's consent.
• Who is responsible for patient records and privacy notices, what the clinic may see, and what happens to records at the end.
• Insurance. HCPC registrants must hold professional indemnity, arranged by each self-employed registrant. The clinic’s own policy may not cover its renters.
• The room rota, extra sessions, and the notice either side gives to change it or end the arrangement.
• VAT and status. HMRC treats care by registered health professionals as VAT exempt when its main purpose is health; massage therapists and most counsellors are not on those registers, so this exemption does not cover them, and room hire is a separate question for your accountant. Status depends on how the arrangement works in practice: HMRC’s CEST tool and Revenue’s five questions in Ireland are the official starting points.

How to set up a shared clinic on ResNeo

Each practitioner signs up separately, then one of you links the accounts. These are the words on screen.

1. 1

   Every practitioner signs up separately

   Each on their own plan and free trial, with their own calendar, services, forms and Stripe.

2. 2

   Send a link request

   Open Settings, then Linked Accounts, and click Link with a venue. Under How closely will you work together? pick a level, or click Customise permissions and set Calendar visibility to Busy/free time blocks only. Click Send request; once they accept with Review request, Open linked calendars shows their columns.

3. 3

   Add a combined page, if you want one

   In the request, choose Work as one team, then Also start a collective. Already linked? Raise the link with Edit permissions, then click Create venue collective. With three or more of you, one invitation links each new practitioner with everyone already on the page.

The help centre covers linking with another practice step by step, and the Link & Break page has the full picture.

What shared clinic booking software costs

Each practitioner pays for their own plan, and linking costs nothing on top. One diary usually means Appointments Light at £20 a month. A clinic letting rooms by the hour needs a calendar column for each room open at the same time, so three rooms usually means Appointments Plus. There is no booking commission on any plan. Standard payment provider fees may apply.

If your business is in Ireland, talk to us before you take card payments online: online payments in euros are not switched on yet.

When a practitioner leaves the clinic

If there is a combined page, they click Leave, which brings their own booking page back. Each link stays until someone clicks Unlink on it, one per practice, so on a page with several members they unlink each one to stop all shared access. Their patients, records, forms and bookings were in their own account all along, so nothing has to be split, and the clinic carries on.