How do you manage all the client records in your podiatry practice? Do you still use a paper-based system?

If so, you might find your podiatry practice is less efficient than it could be. 

In 2022, patients expect providers to use and offer the latest technology to improve their care, and running a practice on paper records is a GDPR violation waiting to happen.

But don’t worry! There is an answer:

You can work much more productively – and securely – using practice management software. And it’s easier and more affordable than you might think!

The right software will allow you to spend more time caring for your patients, and completely cut down on wasted admin time. 

To make it even easier, you can use software that has specific features for podiatrists that target foot and ankle problems.

With all that in mind, let’s take a look at the top 5 reasons why taking your podiatry practice online will benefit you and your clients:

1. You can upload photos and docs securely, without breaching GDPR guidelines

Confidentiality is crucial for patients, and GDPR is one of the major reasons many podiatrists choose to switch to a secure private practice software.

Ask yourself the following questions:

  • Do you take photos of client injuries or treatments using your personal phone? 
  • Where are those photos stored? 
  • Do you delete them completely when you are no longer required to keep them?
  • Are you sure they are deleted for good?

If you take photos on your personal phone and are not storing them correctly, or erasing them completely, you may be falling foul of the law.

The simplest way to comply is to choose a GDPR compliant clinic management system which allows you to take a photo straight from the system’s mobile app. The photo is then stored straight into the client’s record and is never stored on your phone or PC, keeping your client’s information safe. 

The software you use should always be GDPR-compliant so that it will protect all aspects of client-clinician confidentiality.

This includes any offline paper documents that you want to upload to the client record, and the sharing of health information with appropriate consent and signatures.

2. Forms are sent automatically and completed online 

You’re probably sending out paper forms for your clients to fill in before they attend clinic. 

Or maybe they are filling them out when they arrive for their appointment, and it’s eating into their treatment time.

Forms such as GDPR consent, COVID screening, nail surgery and local anaesthesia consent can all be done online, before they even arrive in clinic. 

You can capture information about your clients’ medical history, allergies, or have them annotate an image. All of this data will then be automatically saved straight into their record, so you won’t need to waste time scanning and saving them either. 

You’ll be able to access the forms from any device, and you can even auto populate the fields in the client’s record with information like contact details, next of kin, and medical history. 

No more wasting time on data entry! 

3. Simplify your work with podiatry templates

When you use a system geared towards podiatry, you’ll have access to a library of pre-built note and assessment templates that will accommodate podiatry-specific illnesses and complaints. 

You can even build your own clinic specific templates if you want to.

For example, you will want software that provides templates for:

  • Routine podiatry
  • Verruca treatments
  • Biomechanics assessments 
  • Orthotic prescription 
  • Nail surgery 
  • Local Anaesthesia

Pre-built templates, or templates you’ve set up yourself, will help you keep track of things to check and questions to ask.

You could use them to take care of all the information on a patient’s foot issues related to diabetes for example, including nerve damage and cuts or wounds that may not have been felt by the patient.

If you need to fit someone with new orthotics, your templates ensure you enter all the necessary data before moving on to another screen or a different form.

Your assessment process will become effortless, and it will make sure your client information is streamlined and consistent if you have more than one clinician in your practice. 

4. Follow up with information leaflets

You might have a client in for an appointment who is considering nail surgery, or perhaps you’d like to email your patients some aftercare advice after their session?

You can do this easily with the click of a button. 

Marking an appointment as ‘completed’ in your podiatry diary management system will trigger an automated email to your client containing all of the follow up information they need.

5. Cancellations and no-shows are significantly reduced

People have a lot going on at any given time, and it’s hard to keep track of everything.

There are times when clients schedule their appointment with you in person or over the phone, and by the end of the week they’ve forgotten about it.

Podiatry software prevents this by sending reminders to clients a day or two in advance. 

What’s more, you’re able to tailor these reminders to your clinic. You can send out important info to them, images and even a map if you need to. 

Clients can also book appointments online, which cuts down on phone calls and emails.

As it’s automatic, there is nothing you need to do. Just let the system do the work for you!

Which software should you choose?

This is different for every practice, and there is no right or wrong answer here. 

Most podiatry practices are small businesses, so avoid software that is designed for a hospital or large general practice. You’ll end up with a ton of features you won’t need, and you’ll be paying for them too. 

You should also look for software that tailors podiatry services in their features. 

Don’t be afraid to ask! Check out the support the company offers whilst finding out how a podiatry practice would work with their software.

The best thing to do before choosing which practice management software to use is to take advantage of a free trial which most of them offer. 

You don’t need to import all of your patient information into every system you try. 

Just set up a dummy client or two, and work through a typical patient workflow to see how it feels.

Whilst on your free trial make sure you can tick off most, if not all, of these key factors:

  • It boosts efficiency and saves you time
  • It automates tasks and streamlines your workflow
  • It enhances your clients’ experience
  • It has a stable and reliable invoicing platform
  • It is a scalable solution, so you can continue to use it as your clinic grows

About WriteUpp

WriteUpp is an online practice management system for health and wellness professionals.

In addition to being GDPR-compliant and ISO27001-registered, it also offers a range of time-saving features.

You can free up your “wasted time” so you can spend more time with existing clients, attract more clients and generate more income, or simply enjoy more time away from your practice.

Got any questions?

If you have any questions, or just want to chat to us about what an integrated practice management solution could do for you and your practice, just grab us for a live chat. 

The button is just there in the bottom right corner of your screen.


Ellie is WriteUpp’s in-house Content Creator. Her research and writing for private practitioners focuses on marketing, business growth, data security, and more. She also hosts WriteUpp’s podcast The Healthy Practice; the show that guides practitioners in the early stages of their careers through every aspect of practice management. Outside of work Ellie writes a mental health blog, studies mindfulness and is a keen nature photographer.