Albany Medical Centre × Pabau
Two clinics live in September.
Four when you’re ready.
Three calls with Danny Green — the demo on 19 June, the full feature review with John Sutton on 16 July, and today’s pricing call — have turned a four-site, twelve-user problem into a plan that starts on 1 September. This is that plan: what Albany runs on today, what Pabau replaces, what it costs, and what happens between signing and go-live.
I’m happy with the rest of the areas. I’m very happy.
Albany Medical Centre
What the group runs on right now.
Clinical software bought, paid for, never adopted
Albany licensed a clinical system three or four years ago and kept paying for it without ever putting it to work — every change in process pushed the rollout back again. The software was never the blocker. Nobody owned getting it live.
Bookings in Setmore, history partly on paper
Appointments sit in Setmore while a large patient history lives in exports and paper forms. There is no single record a doctor opens before a consultation, and nothing ties a booking to the clinical note behind it.
Every new-patient enquiry answered by hand
The standard reply — treatment detail, eligibility criteria, cost, opening hours — is typed out on every enquiry, and the content changes by clinic. It works today. It does not scale with weight-management demand.
The pre-questionnaire never reaches the patient record
Your conditional weight-management questionnaire is already built and live on another Albany site, with 25 pages of integration documentation prepared by your own developers. Right now its answers stop at the website instead of opening a patient file.
Four sites, no shared calendar and no permission model
Doctors cover each other across sites for a fortnight at a time and prescribers need oversight everywhere. Nothing shows who is working where, and there is no way to give a prescriber group-wide clinical access while keeping finance and reports closed.
Practitioner re-checks tracked from memory
DBS and registration re-checks on every healthcare professional fall due on a rolling three-month cycle and are chased by hand. Nothing in the current stack raises its hand when one is coming up.
The website rebuild is the window. It closes once.
The integration gets built once, properly
The Albany site is mid-rebuild and your developers have already mapped the API. Wiring intake into the patient record while the forms are still being written costs a fraction of retro-fitting it after launch.
Enquiry volume is the growth constraint
Weight-management demand in the UK keeps climbing, and enquiries are the one part of the funnel still answered by hand. Automating the standard response is the difference between growth and a full inbox.
The model you build in September is the one you copy
Two sites go live first, deliberately. The roles, permissions, pipelines and reports set up now become the template for the remaining clinics — adding a location later is a setting, not a project.
Three months of unlimited training is the adoption insurance
The last system failed on adoption, not features. Platinum training puts a senior Pabau trainer on unlimited sessions for three months from go-live — as many hours a week as your team will take, evenings and weekends included.
One operating system. Wired into the site you’re building.
Every line below was raised by you or John across the three calls. Nothing here is a roadmap promise — each capability ships in Pabau today and links through to its own documentation so your team can check it before you commit. Where the answer is “not quite”, it says so.
| What you raised | How delivers it |
|---|---|
| The website pre-questionnaire has to land on the patient record | A documented open API with your own API keys — the route your developers have already scoped. Or rebuild the same branching natively with capture forms and conditional logic, and keep the whole flow in one place. |
| A different standard reply per clinic and per condition | One automation per branch: trigger on the enquiry, condition on the clinic and treatment selected, send that site’s criteria, cost and opening hours. Written once, sent every time, logged against the record. |
| Enquiries that need a person, not a template | Straight answer: Pabau routes on what the patient selects — it does not read free text and decide, and there is no native AI receptionist. Anything that falls outside a branch lands in the lead pipeline at a stage you name, for your team to pick up. |
| Doctors covering across sites, prescribers with oversight everywhere | Several locations per staff member, a calendar filtered across every site at once, and roles built from scratch — group-wide clinical access without opening finance or reporting. |
| Double booking, because not everyone turns up | Overlapping appointments are a setting you control. Switch it on and the calendar accepts a second booking on the same slot, exactly as you run the clinic today. |
| Setmore plus paper, four clinics of history | Account setup includes the migration — you send the Setmore export and digitised paper forms, our team loads them and runs the post-import checks. Roughly 80% our work to 20% yours, inside 7 to 15 working days. |
| Reporting a practice manager will actually use | Over 20 templates plus a custom report builder across clients, leads, appointments, invoices, line items, payments, activities and forms. Filter by site, chart it, export to CSV or Excel, keep it private or share it with named colleagues. |
| Performance by site and by person, not just totals | The team report carries client visits, rebooks, reviews and utilisation alongside clock-in, timesheets and wages and commission — per person, per site, month on month and year on year. |
| Seeing a review before the world does | A post-visit review request goes out automatically and you set the score threshold. Strong reviews are nudged onto your website and Google Business profile; anything below the line stays inside Pabau for you to deal with. |
| One bank account, cards taken in the clinic | Stripe for online payments, deposits, no-show charges and payment links, plus a card terminal for in person. Every site settles to the one account and flows straight into the point of sale and reporting. |
| Stock that moves when a treatment is given | Attach a product to a service and stock deducts itself, with low-stock alerts, inventory counts and purchase orders. Worth knowing: purchase orders are for your own visibility — there is no direct connection to a supplier. |
| Credential re-checks every three months | A scheduled automation emails the practitioner and the practice manager on the cycle you set, so a DBS or registration renewal surfaces before it lapses rather than after. |
| The documentation load on your doctors | Care Plus makes it unlimited: Echo AI notes and summaries, before-and-after photo sliders, branded intake forms with conditional logic, video post-care instructions and one-click repeat prescriptions. |
Published, not promised.
Registered with the ICO, Ref. ZA478121
Albany stays the data controller; Pabau acts as your processor under a UK GDPR data processing agreement that names every sub-processor and the security measures behind it. The ICO registration certificate and the DPA are both available to your team.
TLS in transit, encrypted at rest, cards never held
Access runs on least privilege. Card details are tokenised by Stripe and never stored by Pabau — relevant when four sites settle into a single account.
Certifications held by our hosting partners
ISO/IEC 27001:2022 on the colocation data centres (CoreSite, valid to November 2027), PCI DSS v4.0.1 SAQ A (DigitalOcean) and HDS health-data hosting (OVHcloud). Attributed honestly — those are our partners’ certificates, not ours.
Every sub-processor named, by region and function
The full register, 18 policy documents and the compliance reports are published at trust.pabau.com, released on a work email with no NDA step. The healthcare processors — Healthcode, The Doctors Laboratory, Viva Diagnostics and Ideal Postcodes — are all UK.
Both sites for £300. £600 off the one-off fees.
That is £316 a month and £600 off the one-off fees against list — the £600 following today’s call. All figures exclude VAT; UK VAT at 20% applies on top. The itemised quote is below, and the full version is one click away.
Line by line, as quoted.
| Item | Price, excluding VAT |
|---|---|
| Monthly subscription | |
| Group tier6 to 15 users, unlimited clients — nine seats of headroom above the six you need today | was £310.00£200.00 /mo |
| Additional locationThe second clinic on the same account, same records, same reports | £100.00 /mo |
| Care PlusUnlimited Echo AI notes and summaries, before-and-after photo sliders, branded conditional intake forms, video post-care, one-click repeat prescriptions, incident logging | was £208.00£100.00 /mo |
| Marketing PlusUnlimited email campaigns and automations, per-doctor email senders, premium reports including the daily snapshot, automatic Google review nudges, premium template library | was £156.00£100.00 /mo |
| Dedicated Account ManagerOne named point of contact, bespoke configuration, extra training and onboarding, a private Slack channel. Start without it and add it whenever you want | was £242.00£200.00 /mo |
| Monthly total£500 a month without the account manager, £700 with it. Add-ons can be dropped or added any month | was £1,016.00£700.00 /mo |
| One-off, payable before setup begins | |
| Account setupClient, stock and medical-form import, full website set-up including the lead form and online booking or client portal, file upload, 5,000 Pabau credits, a project plan for your sign-off, and two weeks of transition support in a private Slack channel. Photo comparison slider on your website on request | was £1,150.00£850.00 |
| Platinum trainingUnlimited one-to-one online training with our senior team for three months, evenings and weekends available, plus the Success Newsletter | was £1,100.00£800.00 |
| One-off totalSplittable across three Klarna instalments | was £2,250.00£1,650.00 |
Quote reference 20260805-125500491, valid until 4 September 2026. All prices exclude VAT; UK VAT at 20% applies — £700 a month becomes £840 including VAT. Setup cannot start until the one-off fees are paid, and during setup there is a £1 placeholder charge on the subscription mandate, which is set to the agreed monthly sum when the account goes live. The subscription and Care Plus begin when your login details are issued during training — not on the day you pay. Rates and add-on prices change over time; the quote above is the binding version. A two-year prepayment attracts a further discount on the total — ask Danny for the exact figure before you decide.
Set up in August. Live on 1 September.
Account build and data migration
Group tier provisioned for the two day-to-day sites, roles cut for doctors, prescribers and admin staff, with prescribers given group-wide clinical access. Your Setmore export and digitised paper forms imported and checked. 5,000 Pabau credits loaded. Online booking, lead form and client portal set up against the rebuilt website. How much history you send is what decides the 7 or the 15.
Intake, automations and pipelines
The pre-questionnaire wired in through your API keys, or rebuilt natively as a capture form — whichever your developers prefer once we have looked at both together. Per-clinic enquiry responses built. Lead pipeline stages named. Products attached to services so stock moves itself. Credential re-check reminders scheduled.
Logins issued, training starts, subscription starts
This is the day the clock starts on the subscription and Care Plus — not the day you pay. Platinum training then runs unlimited sessions for three months, to the end of November, at whatever pace your team sets. Ten hours in a week is not a problem.
Clinics three and four, when you are ready
Each further location is £100 a month on the same account, the same records and the same reports — a setting, not a second project. Care Plus, Marketing Plus and the account manager can be added or dropped any month as the group settles.
One link. One decision.
The quote holds everything on this page — the £300 subscription across both sites, Care Plus and Marketing Plus at £100 each, the account manager sitting there as an option, and the one-off fees at £1,650. Accept it and August is setup, 1 September is go-live, and the three months of training run to the end of November.