Øyehelseklinikken × Pabau
Several clinics. Two countries.
One platform, one clinic at a time.
Eye clinics across Norway and Sweden: private ophthalmology and surgery, a dry eye clinic, a Stockholm reopening and recent acquisitions to fold in. This document maps what Andreas and the team raised with Martin across the demo and alignment calls to specific Pabau capabilities, and sets out a phased rollout: commit to the full platform now, and pay as each clinic comes live.
I want to start tracking, it’s very big difference between the doctors, how much they’re selling to customers.
Øyehelseklinikken
A group growing faster than its systems.
Clinics, countries and acquisitions, each on its own setup
Private ophthalmology and surgery, a dry eye clinic, a Stockholm reopening and recent acquisitions. Each location runs its own way, with no shared patient record across the group.
13 staff and rotating consultants, limited admin time
Thirty seats are needed across full- and part-time users, but admin capacity is thin. Whatever you adopt has to be simple enough for clinicians and the front desk to run themselves.
A staggered rollout, proven clinic by clinic
The team wants controlled adoption: prove the system at one clinic end to end, then expand, rather than switching every location at once.
Turning consultations into booked treatments
Converting a consultation into a booked procedure is a struggle today. Without lead tracking and structured recall, warm enquiries slip through the cracks.
Public reporting stays in the national journal system
Prescriptions and public-health reporting remain in the national EPJ system. The private side needs its own patient and clinical record that runs alongside it, not a replacement for the public tooling.
Billing, language and data differ by country
Norwegian and Swedish requirements, from VAT and currency to patient language, all have to be handled, and existing patient data has to migrate across cleanly.
Every new clinic widens the gap, unless one system grows with you.
Every acquisition adds another system to reconcile
Growth by acquisition is the plan. But each clinic on its own tools means duplicated admin, fragmented records and no group-wide view of patients or performance.
A staggered rollout means controlled adoption
Proving Pabau at the Dry Eyes Clinic first, end to end, gives the team confidence before the wider group expands, and the monthly cost only grows as each clinic comes live.
Lean admin makes simplicity non-negotiable
With thin admin capacity, success depends on a system clinicians can run themselves, strong initial configuration, and an internal champion at each site, all part of the onboarding plan.
Patient-flow visibility is where growth is won
Seeing patients move from consultation to treatment across clinics is the difference between a booked enquiry and a completed procedure: the conversion the team is working to lift today.
One operating system. Built for clinics like yours.
Pabau becomes the private patient and clinical record for every Øyehelseklinikken site, running alongside the national journal system, not replacing it. Online booking, ophthalmology and dry-eye charting, consent, reminders and recalls, payments and invoicing, memberships and reporting all sit on one platform, in each country’s own language and currency.
| What you raised | How delivers it |
|---|---|
| One login across every clinic, one head-office view of the group | Multi-location calendars with rooms, equipment and clinicians bookable as resources, and per-site roles and permissions. Each country runs on its own account, so currency, VAT and patient language are right locally — and Multi-Account connects them under a head-office master: one login switches between them, with group-wide reporting on clients, appointments, invoices and item-level sales. |
| Ophthalmology, dry-eye and surgical consults, charting and consent | Customisable clinical charting and medical forms with digital consent and e-sign, built to your dry-eye and surgical workflows. |
| Run alongside the national journal / EPJ system, not replace it | Pabau is your private patient- and clinical-management layer; prescriptions and public reporting stay in the national system, with light integration through our open API. We scope exactly what connects, together. |
| Migrate patient data from your current systems | Managed import of your existing patient records as part of onboarding, checked for accuracy and accessible in Pabau before go-live. |
| 24/7 online booking, in the patient’s language, no referral needed | Self-scheduling online booking, available around the clock, with multi-language support for Norwegian and Swedish patients. |
| Confirmations, reminders and recalls that cut no-shows | Automated appointment confirmations, reminders and recalls by email and SMS, in the clinic’s language. Two-way SMS coverage for Norway is confirmed with you before go-live. |
| Payments and invoicing, correct for each country | Card and online payments, with each country’s account set to its own currency and VAT — Norwegian invoicing in Norway, Swedish in Sweden. Transaction fees and terminal availability confirmed against our Terms of Use before go-live. |
| See the numbers by clinic, service and provider — and the group from head office | Dashboards and financial and clinical reporting in each account, filterable by location, service and provider — so you can see how much each doctor is selling. From the head-office account, group reporting spans both countries: clients, appointments, payments, invoices and item-level sales, filterable by company and location and exportable to CSV. |
| Lift conversion from consultation to treatment | Lead pipeline and marketing automation (Marketing Plus): recall, email and SMS campaigns and conversion reporting to move consultations through to booked procedures. |
Looking ahead, a referral integration with Specsavers is a possible future addition to spec out together; contemplated, not part of current scope.
Transparent pricing, itemised in full.
Your core Pabau subscription for 30 users with unlimited clients. Includes online booking, scheduling, EMR and clinical notes, invoicing and payments, marketing tools, and reporting across all locations.
4 licences at the first clinic — €120.00 / month — rising to 30 seats at completion, €900.00 / month. The licence total steps up only as each clinic goes live.
A premium clinical add-on that automates documentation and improves patient engagement. Includes:
- •High-resolution photo management with before-and-after sliders
- •Smart, branded intake forms with conditional logic
- •Video-based aftercare instructions for patients
- •Unlimited AI-powered notes, summaries, and service descriptions (Echo AI)
- •Quick macros for faster documentation
- •One-click repeat prescriptions
- •Free video minutes for secure video consultations
- •Incident and complaint logging tools
Unlimited email campaigns with scheduled sending. Includes:
- •Unlimited workflows with no credits per action (recalls, reminders, welcome emails, unpaid invoice chasing)
- •Premium newsletter and gift voucher template library
- •Custom sender address for every person and team, with the option to remove Pabau branding
- •Automatic prompt for happy clients to post their review to Google
- •Premium Business Snapshot Report
- •Unlimited feedback survey questions, translatable
- •Webhooks to push live Pabau data to external tools
We handle your full migration and setup end to end. Includes:
- •Importing your clients, stock, and medical forms
- •Data export plan from your current CRM
- •Bespoke feature configuration and third-party integrations
- •Complete website setup with lead form and Online Booking / Client Portal (photo comparison slider on request)
- •Tailored training plan
- •Project plan shared for sign-off
- •2-week supported transition to your account manager with a private Slack channel
Unlimited one-to-one online setup hours with our experts for 3 months, with evening and weekend sessions available. We build your account for you rather than teaching you to do it. Sessions run in dedicated blocks with flexible scheduling, so setup stays smooth, structured, and efficient.
Before setup starts: your account setup begins once the one-off fees are paid. During setup there is a €1 placeholder charge to establish the subscription mandate; at go-live that is set to the agreed monthly sum.
All figures in euros, reproduced from quote 20260810-112937482. This quote expires on 31 August 2026.
Three phases, one clinic at a time.
Go live at the Dry Eyes Clinic
Start where the workflow is simplest. The Dry Eyes Clinic first, with all add-ons already running, so the build is proven end to end before the group expands.
Expand to the surgical clinic
User count confirmed together at Phase 2 planning; the monthly subscription steps up only as the new users come on.
The remaining locations come live
The remaining clinics come live across the group. The Swedish clinics come live on their own account, connected under the head-office master so group reporting still spans both countries.
Go-Live Checklist sign-off, or the backstop date
Each phase advances, and the monthly cost steps up, on the earlier of a joint Go-Live Checklist sign-off or the agreed backstop date, so the rollout can’t stall. The full platform and all support are live from Phase 1.
How we confirm the Dry Eyes Clinic is ready.
Each clinic has a Go-Live Checklist we complete together: a shared readiness check that the build supports your workflow before the rollout moves on. Both parties sign off, and that sign-off (or the backstop date) advances the rollout to the next location.
Configured to your workflow
Your team can operate it
It performs in your environment
Book a call with Natalie Dryden.
Natalie is an independent clinic-systems consultant at System Changes and a highly experienced Pabau specialist. With over ten years in clinic management and medical aesthetics, including a spell as Pabau’s Head of Partnerships, she has onboarded hundreds of clinics onto the platform. She’ll sit with your team to plan the build, data migration and go-live, so Pabau fits the way Øyehelseklinikken actually works.
Ready when you are.
If this looks right, we’ll confirm the Phase 2 user count, the phase durations and backstop dates, and the commitment basis, then move it into a final agreement. Fill in your business details below whenever you’re ready, Andreas, and we’ll take it from there.