Leamington Psychiatry Clinic × Pabau
Outlook, Excel and Heidi.
One clinic operating system.
One practising psychiatrist, four rooms waiting to be filled, and an ADHD and autism assessment service run out of Outlook, Excel and a separate scribing tool. This document maps every requirement Steven raised on the demo with Martin on 13 August 2026 to a specific Pabau capability, and sets out the numbers and the timeline to go live.
This has been my favourite one. I’ve done about seven trials … over the last week, ten days. And this is the one I’ve been waiting for.
Leamington Psychiatry Clinic
What the clinic runs on right now.
Outlook and Excel, with no real system
Scheduling, patient records, the waiting list and the clinical notes all live in Outlook and Excel. Steven’s own summary: “there is no real system.” Every step is a manual handoff between files.
Heidi sits outside the patient record
Scribing runs in a separate tool the clinic pays for on top. The output has to be moved into wherever the note lives, so nothing is written straight into a chart the whole practice can see.
The waiting list is managed by hand
Enquiries are triaged on the phone, then patients are “put on the waiting list for the right doctor”. There are no stages, no record of who has been contacted, and no way to see how deep the list is.
Repeat prescribing has no patient route
Assessment, then titration, then a shared-care agreement — but no way for a patient to request a repeat and no one-click repeat for the prescriber. Steven on the current process: “it’s a pain”.
New services with nowhere to live
Phlebotomy and labs, coaching and ongoing care relationships, more work with minors, and paid third parties — all planned, none of it supported by a spreadsheet.
No single view of the clinic
There is no screen that answers “how many are waiting, how many enquiries came in, how busy are we this week” without someone building it by hand.
Four empty rooms are the growth plan. The system has to be ready first.
Build it around one clinician, scale it to five
The practice grows by adding sessional clinicians and new services into rooms that already exist. Configure it once now — roles, calendars, forms — and each new practitioner is a licence, not a rebuild.
ADHD patients abandon long forms
Steven’s point, not ours: faced with a big long form, “they’re switched off straight away”. A conversational, conditional intake that still produces the same structured record is a conversion mechanism, not a nicety.
AI notes inside the chart, not beside it
Echo AI is already trained on medical documentation and writes into the treatment note, so there is no copy-and-paste step and no second subscription to run alongside the record.
Titration is a workflow, not a one-off
Diagnose, titrate, hand to shared care. That cycle needs repeat prescriptions, patient requests and pharmacy delivery in one place — and it needs to hold up for international patients across several languages.
One operating system. Built for clinics like yours.
Pabau replaces Outlook, Excel and the separate scribing tool with one record. Enquiry capture and the waiting list, the calendar, conditional intake forms, the EMR, Echo AI notes, electronic and repeat prescriptions, labs, encrypted video consultations, the patient portal, stock, payments and the reporting dashboard all sit on the same patient — configured around ADHD and autism workflows rather than retro-fitted to them.
| What you raised | How delivers it |
|---|---|
| A waiting list run out of a spreadsheet | Enquiries land in Leads from a form on your site. Custom pipeline stages mirror your process — new enquiry, first attempt, ready to be booked — and a lead converts to a patient in one click. |
| Replacing Heidi with AI inside the record | Echo AI comes pre-trained for medical documentation: transcription and dictation straight into the treatment note, patient summaries and suggested next steps, and bilingual output across a wide range of languages. |
| Intake that doesn’t switch an ADHD patient off | Capture forms with conditional logic: show, hide or skip based on the answer, split into wizard steps, and route a patient toward the ADHD or autism pathway from the questions themselves. An AI summary of the completed form comes with it. |
| Repeat prescriptions and shared-care titration | Electronic prescribing with SignatureRx and CloudRx, marked as a repeat, signed by the selected prescriber and sent to the pharmacy — or printed, downloaded or emailed if you prefer. Everything lands back on the patient’s record. |
| Phlebotomy and labs coming into the service | Native integration with The Doctors Laboratory (TDL): order labs from the chart, print labels, and receive results back onto the patient record. GP letters and referrals are composed in the same place. |
| Video consultations for international patients | End-to-end encrypted video consultations launched from the calendar, with transcription running in the same screen. Unlimited video minutes are included with Care Plus. |
| A patient route for appointments, forms and repeats | The client portal gives patients their appointments, documents, forms and requests in one place, so the repeat-prescription and pre-appointment paperwork stops arriving by phone. |
| Medication held on site needs stock control | Stock management tracks what you hold, what is consumed against a treatment and what needs reordering, with orders raised from inside Pabau. |
| One screen for how the clinic is actually doing | Analytics dashboards replace the home screen if you want them to: visits today, new versus existing, no-shows, rebooks and utilisation, by period and by employee. |
| Finance stays where your accountant wants it | Native Xero integration, plus Stripe and Klarna for online payments and a Pabau Pay card terminal if you take payment in the room. |
| Coaching, memberships, minors and third parties | Packages and memberships for ongoing care, relationship records for next of kin and family, and third-party payers such as a GP, pharmacy or insurer held against the patient. |
£302 a month. Care Plus at half price, permanently.
All figures are ex VAT and reproduced from your quote of 13 August 2026 (total £1,118). Care Plus is discounted 50% permanently at £86 a month; Full Project Management is discounted 20% to £796. Full Project Management includes unlimited SMS, video and AI for the first three months; after that SMS is billed per credit — 9p each as quoted, with volume bundles reducing it (rates change, so confirm the live price before you rely on it). Monthly plans carry a 30-day written notice period and a 30-day satisfaction guarantee from the date of payment on a first paid subscription; setup and training fees are non-refundable. Any monthly price adjustment is capped at UK RPI plus 2%, to a maximum of 8% a year. Prepaying 12, 24 or 36 months locks the rate for the term. Quote valid to 31 August 2026.
Signed this week, live in 7–15 business days.
Private Slack channel, account build and migration
A private Slack channel opens for the clinic and an account manager is assigned. Everything currently sitting in Outlook and Excel — patient records, past and future appointments, the waiting list, products — is imported for you.
Conditional intake forms, prescribing and integrations
Registration and consent forms built with conditional logic and wizard steps for ADHD and autism pathways. Prescribing set up with SignatureRx and CloudRx, labs with TDL, plus Xero and Stripe. Echo AI configured to your documentation style.
Clinician and admin training, as much as you want
Up to four hours of one-to-one setup with an expert, plus training sessions for the lead psychiatrist and admin — including moving the scribing workflow off Heidi and onto Echo AI in the chart. Evenings and weekends available.
Live account, website integration, ongoing support
Lead capture form and client portal wired into leamingtonpsychiatryclinic.com, account handed over with two weeks of account-manager transition, then ongoing support at no extra cost via live chat and email, seven days a week.
Two links. One decision.
The proposal sets out the scope, the £302 a month, the £816 one-off and what onboarding covers. The order form locks the discounts in — Care Plus at half price permanently, 20% off Full Project Management, and the terminal on the house.