Frequently asked questions

Atlacare is patient management software for allied health clinics in the UK and EU. It brings scheduling, patient records, clinical notes, invoicing, online booking and a patient portal into one place, with all data stored in EU regions under UK and EU GDPR. Copy link to this answer

Atlacare is built for solo practitioners and small to mid-sized clinics rather than hospitals. It suits anyone running their own diary, notes and billing, from a single physiotherapist through to a practice with 20 practitioners across several sites. Copy link to this answer

Atlacare supports 17 allied health professions, including physiotherapy, osteopathy, chiropractic, podiatry, psychology, counselling, dietetics, speech and language therapy, occupational therapy, sports therapy and acupuncture. Each profession gets the note format and clinical tools that suit how it actually works. Copy link to this answer

Yes. Atlacare is launching first in the UK, very soon, with the aim of expanding across the EU from there. It is built specifically for UK and EU practices: all data is stored in EU-region infrastructure, and the platform is designed around UK GDPR and EU GDPR, including consent tracking and country-aware retention rules. Copy link to this answer

Most clinics are up and running on Atlacare the same day. A guided setup wizard takes you through your services, team, opening hours and locations, and Atlacare's import tool brings your patients across. Practices moving from another system usually finish the switch in an afternoon. If you want to look around first, the live Atlacare demo at atlacare.com/demo is a fully populated practice you can click through without signing up. Copy link to this answer

Yes. Atlacare has built-in import presets for Cliniko, Jane App, WriteUpp, Carepatron and Pabau, and it also accepts any CSV file. The importer maps your columns for you and matches your practitioners automatically. Copy link to this answer

No. Atlacare's import brings your patient records across, and you can export everything from Atlacare at any time. Your data stays yours and there is no lock-in if you later decide to leave Atlacare. Copy link to this answer

No. Atlacare's free plan needs no card at all. You only enter payment details if you choose to upgrade to a paid Atlacare plan. Copy link to this answer

No. Atlacare runs in your browser, so there is nothing to install, update or back up yourself. It works on a computer, tablet or phone. Copy link to this answer

Atlacare has a free plan for your first 20 patients. Paid plans are Solo at £25 a month, Clinic at £49 a month and Practice at £119 a month, with 2 months free if you pay for a year up front. Practices with 21 or more practitioners are covered by a custom Enterprise plan. Copy link to this answer

Yes. Atlacare's free plan covers one practitioner and your first 20 patients, with no card and no time limit. The free plan includes your calendar, patient records, clinical notes, email reminders and invoicing. Online booking and the patient portal come with Atlacare's paid plans. Copy link to this answer

No, and that is deliberate. Where many competitors push you onto a countdown trial meant to force you into their system, Atlacare does the opposite: you get a genuinely free plan you can stay on for as long as you like, so you can take your time and review at your own pace. And if you want to see the full product first, there is a live demo at atlacare.com/demo you can explore without signing up at all. Copy link to this answer

Yes. Monthly plans stop at the end of the current billing month, and annual plans run to the end of the paid term (you can choose to close earlier). There's no cancellation fee and no lock-in. When your access ends you have 90 days to export everything, after which we permanently delete your data — your practice stays the controller of its patient records, so you keep them under your own retention obligations. Copy link to this answer

You keep full access to everything already in your account — all patient records, notes and files stay visible and editable. You just can't add new patients, practitioners or files until you upgrade or reduce your usage. Copy link to this answer

Atlacare's Clinic plan includes 3 practitioners and you can add up to 6, at £12 per extra seat a month. The Practice plan includes 8 and you can add up to 20, at £9 per extra seat a month. Practices needing 21 or more are covered by Atlacare's custom Enterprise plan. Copy link to this answer

Each paid Atlacare plan includes a monthly bundle of SMS messages, video minutes and storage. If you go beyond the bundle you are never cut off mid-month; the extra is added to your next invoice at 5p per SMS, £0.01 per participant-minute of video and £0.30 per GB of storage. Bundles reset on the first of each month. Copy link to this answer

Atlacare stores all patient data in EU-region infrastructure and never moves it outside the EU. Atlacare video consultations run on EU servers in Frankfurt and are never recorded. Copy link to this answer

Atlacare is built for UK GDPR and EU GDPR from the ground up. Health data is treated as special category data, with consent tracking, country-aware retention, full audit logging, data export and right-to-erasure tools included as standard. Copy link to this answer

The clinic is the data controller for its patient records, and Atlacare acts as the data processor on the clinic's behalf under a Data Processing Agreement. Atlacare never uses patient clinical data for its own purposes. Copy link to this answer

No. Atlacare never uses patient data to train AI models, and patient health data is never sold or shared for advertising. Copy link to this answer

In Atlacare, access to clinical notes is controlled note by note. Each note is marked patient-visible, internal to staff, or confidential to the treating practitioner and the practice owner. The Atlacare patient portal only ever shows notes marked patient-visible. Copy link to this answer

You have 90 days to export everything after you cancel. Your practice remains the legal controller of its patient records, so you're responsible for retaining them under your professional obligations. After the export window we permanently delete your data from our systems — we don't hold clinical records long-term on your behalf. Copy link to this answer

Atlacare supports SOAP, DAP, BIRP and ADIME notes, chosen per practitioner and profession. Depending on your discipline you also get body charts, pain scores and outcome measures that score themselves. Copy link to this answer

Online booking comes with every paid Atlacare plan, starting at Solo. You get a bookable clinic page, automatic reminders and availability across multiple locations, with no web designer needed. Copy link to this answer

You can create and send invoices in Atlacare and track treatment packages and insurance authorisations alongside them. Collecting card payments online through Atlacare is coming soon. Copy link to this answer

Yes. Video consultations are built into Atlacare and going live shortly. Calls run on EU servers and are never recorded, and each paid plan includes a monthly bundle of video minutes. Copy link to this answer

Clinic Health is an Atlacare feature that scores your practice out of 100 across six areas, including retention, revenue, diary use and attendance. Rather than only reporting what happened, Clinic Health suggests the next thing worth fixing. Copy link to this answer

No. The Atlacare patient portal opens in any browser through a secure link, so there is nothing for patients to download and no password for them to remember. Copy link to this answer

Yes. Patients can book through your Atlacare clinic page, and you decide whether they can cancel or reschedule themselves in the patient portal — full self-service, cancel-only, request-only, or off, so it stays on your terms. Atlacare sends reminders automatically, which cuts no-shows. Copy link to this answer

In Atlacare, patients see only the notes you choose to share. Every note is marked patient-visible, internal or confidential, and the patient portal shows only those marked patient-visible. Patients can also see their invoices, exercises and treatment plan. Copy link to this answer

Open Settings and work through the Setup checklist in Atlacare. It walks you through your clinic details, locations, services and working hours, and remembers where you left off. Your services and hours feed both the calendar and your public booking page, so they are worth getting right early. Copy link to this answer

In Atlacare, go to Settings then Branding to upload your logo and set your brand colour. On Clinic plans and above these appear on your booking page and on the emails Atlacare sends, so they look like they came from your clinic. Paid plans can also remove Atlacare branding. Copy link to this answer

Open the patient's profile in Atlacare, enable portal access and set their portal email, then send them a secure sign-in link. The patient portal is available on paid plans. Patients sign in by magic link with no password to remember. Copy link to this answer

In Atlacare, click a slot on the calendar to book, and open an existing appointment to reschedule or cancel it. Cancelling can trigger a cancellation email to the patient, and every change is recorded on the appointment so you can see its history. Copy link to this answer

Open the appointment in Atlacare and set its status. You can mark a patient as checked in when they arrive, or as a no-show if they do not attend. No-shows feed the Attendance measure in Clinic Health so you can see the pattern over time. Copy link to this answer

In Atlacare, go to Settings then Hours and closures to set your weekly schedule, add breaks and mark clinic closures such as bank holidays. Your hours control which slots appear on the calendar and on your public booking page. Copy link to this answer

Yes, on paid plans. Atlacare gives each practitioner a private calendar-subscription link, and you follow the subscribe instructions under Settings then Team to add it to Google, Apple or another calendar. It is a one-way feed that keeps your external calendar up to date. Copy link to this answer

Yes. In Atlacare each practitioner has their own colour, so appointments are colour-coded by practitioner on the calendar. This makes a multi-practitioner diary easy to read at a glance. Copy link to this answer

In Atlacare, go to Patients then Add patient to create a record, or import a whole list under Settings then Data. The free plan holds up to 20 patients, and paid plans are unlimited. Copy link to this answer

Open the patient's profile in Atlacare and upload the file to their record. Files are stored in EU-region storage and served only through short-lived secure links. File uploads are available on paid plans, with storage from 500MB on Solo up to 50GB on Practice. Copy link to this answer

Yes. Atlacare has a safeguarding flag that marks a patient's record and keeps the related notes confidential to the treating practitioner and the practice owner. You can also add tags to a patient to surface anything your team needs to see at a glance. Copy link to this answer

In Atlacare you archive a patient from their profile, which removes them from day-to-day lists while keeping their records for as long as your retention rules require. Archiving is reversible, so you can restore a patient if they return. Copy link to this answer

As the data controller you handle subject access requests, and Atlacare gives you the tools to do it. Patient and clinic data can be exported under Settings then Data by an account owner, and every export is written to an audit log. Patients ask their clinic for this, never Atlacare. Copy link to this answer

Open the appointment in Atlacare and write your note in the editor. The editor uses the note format your profession expects, whether that is SOAP, DAP, BIRP or ADIME, rather than forcing one layout on everyone. Copy link to this answer

Yes, depending on your profession. Atlacare includes an anatomical body chart you can mark up with pain, tenderness, numbness and referred pain, plus a 0 to 10 pain score, so you can track how symptoms change between sessions. Copy link to this answer

Yes. In Atlacare you can create and reuse treatment note templates under Settings then Note templates, and relate a template to an appointment type so the right layout loads automatically. Copy link to this answer

Yes. In Atlacare a clinical note locks and is versioned once signed, so there is a clear, tamper-evident record. This means your notes stand up if you are ever asked to produce them. Copy link to this answer

In Atlacare, go to Settings then Team to invite a colleague and choose their role. How many practitioners you can add depends on your plan: Clinic includes 3 and allows up to 6, and Practice includes 8 and allows up to 20. Copy link to this answer

Atlacare has four roles. Owners can do everything including billing. Managers can do everything except manage billing. Practitioners work with their patients, appointments and notes. Receptionists handle scheduling, patients and invoices but not clinical notes. Copy link to this answer

Yes, through roles and note visibility. In Atlacare a confidential note is visible only to the treating practitioner and the practice owner, and a receptionist has no access to clinical notes at all. Billing is limited to owners, so you control who sees what by choosing the right role. Copy link to this answer

In Atlacare, go to Settings then Team and set the user to inactive. They keep their history in the record but can no longer log in or take new appointments. Copy link to this answer

Atlacare sends a confirmation when an appointment is booked and a reminder 24 hours before, automatically. Email reminders are included on every plan, and SMS reminders are available on paid plans. You can automate more of this with Atla Flow. Copy link to this answer

Check a few things in Atlacare. For SMS, make sure you have SMS credits and the patient has a valid mobile number. For email, ask the patient to check their spam folder and confirm you have set a reply-to address under Settings then Branding. Also check the patient has not opted out of that message type. Copy link to this answer

In Atlacare, open the Recalls page or a patient's profile and set a recall with a due date and reason, for example a six-month review. Recalls help you bring patients back before they lapse, which supports the Retention measure in Clinic Health. Copy link to this answer

Transactional messages such as confirmations, reminders and invoices are part of the service and are always sent. Marketing messages such as campaigns are only sent to patients who have given marketing consent, and they always include an unsubscribe link. Atlacare enforces this split automatically. Copy link to this answer

In Atlacare, go to Settings then Public page and enable your booking page. Patients can then choose a service, pick a slot, complete their intake form and get a confirmation, with no work from you. Online booking is available on paid plans. Copy link to this answer

Yes. Atlacare gives you a link to your public booking page that you can share directly or add to your website, for example as a Book now button. On the free plan the page shows a Powered by Atlacare badge, which paid plans remove. Copy link to this answer

Yes, on paid plans. In Atlacare you can require a deposit or payment for chosen appointment types at the point of online booking, handled securely through Stripe so card details never touch Atlacare. Copy link to this answer

In Atlacare, go to Invoices then create an invoice, add the billable items and email it to the patient. Amounts are always in pounds sterling. Online card payment is available on paid plans through Stripe. Copy link to this answer

Yes. In Atlacare an invoice can be marked as refunded, so your records stay accurate when you give money back. Card refunds are processed through Stripe on paid plans. Copy link to this answer

Yes. In Atlacare you can record an insurance authorisation against a patient, including the insurer, the authorisation number and the number of sessions authorised, and Atlacare tracks sessions used against sessions authorised so you know when a course is running out. Copy link to this answer

In Atlacare you can record the patient's GP and their referral source on their profile, and attach the referral letter as a file on their record so it stays with their notes. Copy link to this answer

Yes. In Atlacare you can create a package of sessions at a set price, assign it to a patient, and track how many sessions they have left as they are used. Copy link to this answer

Atlacare includes appointment and patient reports on paid plans, and revenue reporting on Clinic and above. The Practice plan adds full reporting with export. Alongside these, Clinic Health turns the numbers into a single score with suggested actions. Copy link to this answer

Use recalls and reports in Atlacare to spot patients who have no upcoming booking, so you can follow up before they drift away. This directly supports the Retention measure in Clinic Health. Copy link to this answer

In Atlacare, the reports available on Clinic plans and above show your revenue and which invoices are still outstanding. Revenue Health in Clinic Health also summarises your collection rate and overdue balance at a glance. Copy link to this answer

In Atlacare, an account owner can export your data under Settings then Data, covering patients, notes, appointments and invoices as CSV or JSON. Every export is written to an audit log, and your data is always yours to take with you. Copy link to this answer

In Atlacare, go to Settings then Security and set up two-factor authentication with an authenticator app. After your password you then enter a 6-digit code, which keeps your account secure even if your password is guessed. Save your backup codes when you turn it on. Copy link to this answer

Use one of the backup codes you saved when you enabled two-factor authentication in Atlacare. If you no longer have those either, email hello@atlacare.com from the address on your account and we will help you recover access. Copy link to this answer

In Atlacare, go to Settings then Billing to change plan, update your payment details or cancel. Monthly plans stop at the end of the current month and annual plans run to the end of the term. When your subscription ends you have 90 days to export your data before it is permanently deleted — there is no lock-in and no cancellation fee. Copy link to this answer

In Atlacare you top up SMS credits from your billing and SMS settings. SMS is charged at 5p per message, and each paid plan also includes a monthly bundle that resets on the first of the month. Copy link to this answer

In Atlacare, archiving hides a record from everyday lists while keeping it, and it is reversible. Deletion is permanent: for patients this means anonymising the record so no personal data remains, which Atlacare only allows once the legal retention period has passed. Copy link to this answer

Atlacare applies the record-retention rules for your country automatically. In the United Kingdom that is 8 years from last treatment for clinical records and 6 years for financial records. Atlacare ships retention rules for 16 UK and EU countries, and you can see yours under Settings then GDPR and Consent. Copy link to this answer

Atlacare erases by anonymising a patient record, clearing personal details while keeping the appointment and financial structure your accounts need. A record cannot be erased until its retention period has passed, which Atlacare enforces from the patient's last treatment date. The right to erasure does not override a legal duty to keep records. Copy link to this answer

Atlacare uses a small set of trusted providers: EU-region hosting and database, Cloudflare R2 for EU file storage, Resend for email, Twilio for SMS, Stripe for payments, Sentry for error monitoring and Anthropic for optional AI features. Patient health data is never sent to marketing tools and never used to train AI. Copy link to this answer

If you run a clinic in the United Kingdom and hold patient records, you almost certainly need to register with the ICO and pay the annual data protection fee. Check using the self-assessment at ico.org.uk. This is your responsibility as the data controller, separate from Atlacare. Copy link to this answer

Video consultations are built into Atlacare and going live shortly. You enable video appointment types, and each booking gets a secure join link for you and the patient. Calls run on EU servers in Frankfurt and are never recorded, and each paid plan includes a monthly bundle of video minutes. Copy link to this answer

Most video problems are browser permissions. Allow your browser to use the camera and microphone, close other apps that might be using them, and refresh the page. A recent version of Chrome, Edge, Safari or Firefox works best for Atlacare video. Copy link to this answer

Yes. Atlacare can add the secure join link to the confirmation and reminder messages for a video appointment, so the patient can join with a single tap at the right time. Copy link to this answer

Outcome measures are standardised questionnaires such as NPRS, PSFS and EQ-5D that score a patient's progress. In Atlacare they score themselves and are tracked over time, so you can show measurable improvement, which also feeds the Clinical Outcomes part of Clinic Health. Copy link to this answer

A treatment plan in Atlacare sets out a patient's goals, condition and the number of sessions planned, then tracks sessions completed against that plan. It gives you and the patient a clear view of where they are in their course of care. Copy link to this answer

Yes. Atlacare includes a CPD log under Settings then CPD where you record your continuing professional development activities. This helps UK practitioners keep the evidence their professional body expects. Copy link to this answer

Campaigns in Atlacare are automated and one-off messages you can send to patients, such as reactivation or birthday messages. They only ever go to patients who have given marketing consent, and Atlacare blocks the rest automatically. Copy link to this answer

Atla Flow is Atlacare's automation tool. You pick a trigger, such as a new patient or a booked appointment, and Atla Flow runs actions like sending an email or SMS automatically. Ready-made templates for welcome messages, confirmations and cancellation follow-ups get you started in a couple of clicks. Copy link to this answer