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Search for an answer, or browse by topic. Questions about a patient's care belong with your clinic - this is help for using Atlacare itself. For quick answers on pricing, GDPR and switching, see the FAQ.
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64 articles in 15 topics
Getting started
5- Getting started with AtlacareFind your way around Atlacare, set up your clinic, add your first patient, and see a booking come in — the things to do on day one.
- Setting up your clinic: locations, services and hoursAdd your locations, the services you offer, and your working hours — the three things that make your calendar and booking page work.
- Adding your logo and brand coloursPut your logo and colour on your booking page, patient portal and invoices, and remove the Atlacare badge on paid plans.
- Why is my clinic being verified?New paid clinics are checked by the Atlacare team before they can send campaigns and their own automated messages. Here's what we check, how long it takes and what works in the meantime.
- Who can have a patient portal? (age 16 and over)Patients aged 16 and over can have their own portal login. For younger patients, a parent or guardian can be given access on their behalf.
Appointments & calendar
6- Booking, rescheduling and cancelling appointmentsHow to book an appointment from the calendar, move it, cancel it, and record what happened.
- Syncing your calendar to Google, Apple or OutlookSubscribe to your Atlacare diary from any calendar app with a read-only iCal link. Two-way Google Calendar sync is coming soon.
- Setting your working hours and closuresSet your clinic's opening hours and each practitioner's availability, and block out bank holidays and closure days so nobody can book when you're closed.
- Colour-coding the calendarGive each practitioner a colour so a multi-person diary is readable at a glance.
- Running group sessions and classesBook a class with several patients, let patients book places online, add and remove attendees, mark attendance and write each patient's note.
- Video consultationsOffer video on a service, book a video appointment, admit your patient from the waiting room and write the note during the call. Included hours on each paid plan.
Patients
9- Adding and importing patientsAdd a patient by hand, or bring your whole list across from Cliniko, Jane, WriteUpp, Carepatron or Pabau.
- Enabling the patient portal for a patientGive a patient secure access to their appointments, notes you've shared, invoices and exercises — no password, just a magic link.
- Medical alerts and safeguarding flagsFlag important information on a patient record so it's impossible to miss, and understand how safeguarding flags are handled.
- Discharging or archiving a patientArchive a patient when their care ends, keep their record for your retention period, and understand the difference from erasure.
- Attaching files to a patientUpload referral letters, scans, consent forms and other documents to a patient's record, stored securely and encrypted.
- Exporting everything for one patient (a SAR)Respond to a Subject Access Request by exporting all of a single patient's data in one file.
- Tracking insurance authorisationsRecord an insurer's authorisation for a patient and track sessions used against sessions approved, so you never over-treat an approval.
- Archiving vs deleting — what's the difference?When to make a record inactive and when (rarely) to erase it — and why the two are not the same.
- Handling a GP or NHS referral letterHow to record an incoming referral against a patient so the clinical context and paper trail are kept.
Clinical notes
9- Writing a clinical noteWrite a note against an appointment, use the body chart and pain score, and understand how notes are saved, signed and locked.
- Note visibility: patient-visible, internal and confidentialThe three visibility tiers on every clinical note, who can see each one, and when to use them.
- SOAP, DAP, BIRP, ADIME — which note format does my profession use?Atlacare picks the clinical note format your profession expects, and you can change it per practitioner.
- Recording outcome measures and tracking improvementUse standardised questionnaires like the ODI, NDI, PSFS and DASH to score progress over time — and feed your Clinical Outcomes score.
- Creating treatment plans and tracking sessionsSet a patient's goals and planned course of care, log sessions against the plan, and let the patient follow their progress in the portal.
- Keeping a CPD logRecord your continuing professional development in Atlacare, so it's ready when your regulator asks for it.
- Using the body chart and pain scoreMark pain, tenderness, numbness and referred symptoms on an anatomical body chart, and record a 0–10 pain score.
- How clinical notes lock and versionWhy notes lock once signed, and how earlier saves are kept rather than overwritten.
- Save and insert note snippetsSave the wording you type in most notes, then insert it into any note section with + Template.
Online booking
2- Setting up your public booking pageTurn on online booking so patients can book themselves, complete their intake form and get a confirmation — without ringing you.
- Embedding your booking page on your websiteShow your Atlacare booking page inside your own website, or add a Book now button that opens it in a pop-up. Step by step for WordPress, Wix and Squarespace.
Messaging & inbox
6- Messaging and the inboxHow the inbox works — patient messages, team conversations, website enquiries, and what patients see.
- Email and your reply-to addressWhy emails come from Atlacare's sending address, how to set a reply-to address so patients can reply, and how sending works.
- How appointment confirmations and reminders workConfirmations go out when a patient books; reminders go out before the appointment. Here's how to set them and why some don't send.
- Setting up recallsFlag a patient to come back for review, and track recalls from pending through to booked.
- Transactional vs marketing messagesWhy appointment reminders always send but campaigns only reach patients who've consented — and why that matters legally.
- Campaigns and marketing consentSend automated and one-off campaigns to patients — only ever to those who've consented to marketing.
Billing
4- Creating and sending an invoiceRaise an invoice, add line items, send it to the patient, and keep track of what's paid and what's outstanding.
- Selling and tracking session packagesRecord a block of pre-paid sessions on a patient's profile and track how many they have left.
- Invoicing a private health insurer (Bupa, AXA, Aviva, WPA)How to bill a private medical insurer for a covered patient — authorisation, procedure codes, and what to put on the invoice.
- Exporting invoices and payments for your accountantDownload your invoices, payments received, or a Xero import file as CSV for any month or tax year.
Reports
2Team & permissions
2- Adding your team and what each role can seeInvite practitioners and reception staff, and understand the owner, manager, practitioner and receptionist roles.
- Changing the clinic owner or someone's roleAsk Atlacare to change your clinic's owner, hand over the practitioner profile, and change a team member's role.
Account & login
3- I can't log inReset your password, deal with two-factor problems, and what to do if you're still locked out of your Atlacare account.
- Turning on two-factor authenticationAdd a second step to your login with an authenticator app, and keep backup codes in case you lose your phone.
- Sessions and signing out other devicesHow long you stay signed in, and how to sign out everywhere if you lose a device.
Migration
6- Switch from Cliniko to AtlacareMove your patient list from Cliniko to Atlacare with the built-in import wizard — columns mapped for you, no silent duplicates, consent preserved.
- Switch from Jane to AtlacareBring your patient list across from Jane (Jane App) to Atlacare — the import wizard maps Jane's columns for you and keeps your consent trail intact.
- Switch from WriteUpp to AtlacareMove your patient records from WriteUpp to Atlacare — the import wizard recognises WriteUpp's export and keeps your GDPR consent trail intact.
- Switch from Pabau to AtlacareBring your patient list from Pabau into Atlacare — the import wizard maps Pabau's columns for you, preserves consent, and never creates silent duplicates.
- Switch from Carepatron to AtlacareMove your patient records from Carepatron to Atlacare — the import wizard recognises Carepatron's export and keeps your GDPR consent trail intact.
- Import appointments and treatment notes from ClinikoBring your Cliniko appointment history, treatment notes and patient attachments into Atlacare, attached to the patients you've already imported. Includes a dry run and undo.
Atla Flow
1Clinic Health
1Privacy & GDPR
6- How does Atlacare help with UK GDPR?The UK GDPR features built into Atlacare — secure, encrypted data, consent tracking, audit logging, retention rules and patient data export.
- Where is my data stored?Atlacare keeps patient data encrypted with established cloud providers and backs up the database every night. Here's how it's protected and where it's hosted.
- How do retention periods work?Atlacare applies the UK clinical and financial record-retention rules automatically, and uses them to govern when a patient record can be erased.
- How do I handle a right-to-erasure request?How Atlacare handles a patient's right-to-erasure (right to be forgotten) request — retention-aware anonymisation that keeps legally required records intact.
- Who are your sub-processors?The third-party providers Atlacare uses to process data on your behalf — hosting, file storage, email, SMS, payments, calendar sync and error monitoring.
- Do I need to register with the ICO?Most UK health practices that process patient data must register with the ICO and pay the data protection fee. Here's how to check.
For patients
2Can't find your answer?
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