How to choose a record system for private general practice
The criteria that matter for a private GP record, and a factual, unranked look at the systems UK private GPs use.
The short answer
No single record system suits every private GP. Choose against the criteria that matter for your service: SNOMED CT coded notes, prescribing checked against a UK drug database, electronic prescribing, a way to send letters to the NHS GP, billing and booking, data migration, security (DSPT) and clinical safety (DCB0129), and clear pricing. Then trial two or three systems with your own workflows before you commit.
Key points
- Decide your criteria first: coded notes, prescribing safety, e-prescribing, NHS messaging, billing, migration, security and clinical safety.
- Clinical record systems and customer-management tools with notes are different products. Know which you are buying.
- No private GP system gives full NHS record access. Check exactly what each offers before relying on it.
- As the deploying organisation, you are responsible for clinical risk management (DCB0160). Ask each supplier for its DCB0129 status.
- Trial with real workflows and ask how you would get your data out if you leave.
Clinical record or customer-management tool?
Many systems sold to private clinics began as booking, invoicing and customer-management tools with a notes field added. Some are excellent at running a business. A clinical record system is built around the patient’s health record: coded problems, medicines, allergies, results and correspondence, with safety checks built in.
Most private GP patients also use the NHS. They expect you to know their history and to keep their NHS GP informed. That argues for a system that records coded clinical data and can exchange information with the NHS. That makes it safer, and it is what patients expect.
The criteria that matter
| Criterion | What to ask |
|---|---|
| Coded notes | Are problems, diagnoses and procedures coded in SNOMED CT? Can you run searches and audits on them? |
| Prescribing safety | Which drug database does it use (dm+d or another)? Does it check interactions, allergies and doses? |
| Electronic prescribing | Which private e-prescribing service does it connect to? Is dispensing status returned? |
| NHS messaging | Can you send letters to NHS GPs over MESH, directly or through a partner? Is delivery tracked? |
| NHS record access | Can you view the NHS GP record, and how? Is it a paid add-on, and what consent is needed? |
| Results | Do lab results arrive as structured data into a review workflow? |
| Billing and booking | Online booking, payment at booking, invoicing and a link to your accounts software |
| Security | UK hosting, Data Security and Protection Toolkit (DSPT) status, Cyber Essentials |
| Clinical safety | Has the supplier completed DCB0129? You must do your own DCB0160 assessment when you deploy it. |
| Migration and exit | Can it import your existing records? In what format can you export everything if you leave? |
| Price | Is pricing published? What is charged per user, per transaction or for setup and training? |
DCB0129 applies to organisations that make health IT systems and DCB0160 to organisations that deploy and use them. Both are NHS information standards. The Data Security and Protection Toolkit must be used by all organisations that have access to NHS patient data and systems.
Systems UK private GPs use
These entries are in alphabetical order and use each supplier’s own published information at the time of review. Features change, so check with the supplier.
Cliniko
Practice management software aimed at clinics and allied health practitioners.
- Strengths: simple booking and notes; data stays in the UK for UK accounts; flat monthly pricing per band of practitioners; free trial.
- Limitations: its public pages did not describe SNOMED CT coding, e-prescribing or NHS messaging.
- Pricing: published, in bands by number of practitioners.
- Suits: allied health or mixed clinics where GP prescribing is a small part of the work.
EMIS Web (with Hero Health)
The NHS GP system from Enlivio Health (formerly EMIS). Private GPs usually use it with Hero Health, a partner product that adds billing and patient engagement.
- Strengths: familiar to NHS-trained GPs; deep SNOMED CT coding, templates, clinical reporting and decision support; private e-prescribing via SignatureRx; documents can be sent to NHS GPs over MESH using the Docman Connect partner product.
- Limitations: several products and contracts to put together; pricing is by quote; setup is heavier than a browser-only system.
- Pricing: Hero Health publishes £59 per user per month (minimum 10 users) or £99 per concurrent seat (minimum 5), plus EMIS licences quoted separately.
- Suits: providers who also hold an NHS contract, or larger practices that want the NHS system.
Jump EHR
A browser-based record and practice management system built for UK private GP practices.
- Strengths: SNOMED CT coded notes; prescribing checked against dm+d; AI scribe; private e-prescribing via SignatureRx; letters to the NHS GP over MESH; lab results such as TDL; online booking, video consultations, invoicing, Stripe and Xero; structured migration from Semble; full audit trail and automatic clinical registers; UK hosting, Cyber Essentials Plus and DSPT in place.
- Limitations: no NHS GP record viewing; its DCB0129 clinical safety work is pending.
- Pricing: published, £100 per user per month on an annual plan or £125 a month rolling, with no setup fee and a free trial with no card required.
- Suits: private GP practices, including solo GPs, that do not also hold an NHS contract.
Meddbase
A cloud clinical and practice management system for private practices, occupational health and larger healthcare organisations.
- Strengths: built-in drug database (First Databank) that checks prescriptions against SNOMED CT coded patient data; acute and repeat prescribing; occupational health workflows.
- Limitations: no public pricing; its public pages did not describe NHS messaging.
- Pricing: bespoke quote.
- Suits: larger or multi-service providers, especially those with occupational health work.
Pabau
Clinic management software used by aesthetics, dermatology, GP and wellness clinics.
- Strengths: e-prescribing, intake forms, labs management and photo tools on every plan.
- Limitations: no public prices; its public pages did not describe SNOMED CT coding or NHS integration.
- Pricing: on request, by location and number of users.
- Suits: aesthetics-led or mixed clinics.
Semble
A cloud electronic record and practice management platform for independent clinics across many specialties.
- Strengths: combines notes, prescribing, labs, scheduling, telehealth and billing; AI scribe; NHS GP record viewing inside the record through the ORB Connect partnership; Xero and other integrations.
- Limitations: NHS GP record viewing is a partner add-on; its NHS integration page did not describe sending letters over MESH.
- Pricing: not published (demo on request).
- Suits: multi-specialty private clinics, including private GP services.
WriteUpp
Practice management and notes software aimed at therapists and allied health clinicians.
- Strengths: low entry price; online booking; optional AI scribe; free trial with no card.
- Limitations: its public pages did not describe e-prescribing, SNOMED CT coding or NHS integration.
- Pricing: published, from £19.95 per user per month.
- Suits: therapy-led services rather than prescribing GP practices.
SystmOne
TPP’s SystmOne is widely used in NHS general practice, but TPP does not publicly offer it to private GP practices. Contact TPP if you need it.
How to choose
- Write down your services, prescribing, NHS contact and billing needs.
- Shortlist two or three systems against the criteria table.
- Trial each with real workflows: a consultation, a prescription, a letter to the NHS GP, an invoice and a results review.
- Ask each supplier for its DSPT status, DCB0129 safety case, hosting location, data export format and full price list.
- Complete your own DCB0160 clinical risk assessment before going live.
See also can I use paper notes? and can I use NHS systems like EMIS Web?
Tools that can help
Frequently asked questions
Is there a single best record system for private GPs?
No. The right system depends on your services, size, prescribing and how much you work with the NHS. Judge systems against clear criteria and trial them.
Can a private GP system show me the patient’s NHS record?
Some offer NHS GP record viewing through partners, with the patient’s consent and often at extra cost. Many, including systems built for private GPs, do not. Check before relying on it.
What is DCB0129?
An NHS clinical risk management standard for companies that make health IT. The deploying organisation, which is you, follows DCB0160. Ask suppliers for their DCB0129 status.
How much do record systems cost?
Published prices run from under £20 to over £100 per user per month, and several suppliers quote individually. Add setup, migration, training, SMS and payment fees when comparing.
Sources
- DCB0129: Clinical risk management: its application in the manufacture of health IT systems
- DCB0160: Clinical risk management: its application in the deployment and use of health IT systems
- Data Security and Protection Toolkit
- EMIS for private GPs
- NHS integration
- Electronic prescriptions
- Pricing
- Start-up private GP
