The verdict in three sentences
A 12-chair practice juggling its practice management system (Dentally, Software of Excellence, Pearl), an online booking tool and spreadsheets to track private treatment plans mostly loses money on quotes that are never followed up. A custom module connected to the existing system, covering treatment plans, quotes, follow-ups and per-clinician dashboards, costs 40,000 to 90,000 GBP in London in 2026, plus 250 to 500 GBP a month of hosting aligned with the NHS Data Security and Protection Toolkit. It does not replace your clinical or NHS claims software: it fills what that software does poorly, the commercial follow-up of treatment plans.
Detailed module budget
| Component (2026 estimate) | Cost excl. VAT | Timeline |
|---|---|---|
| Connector to the practice system (patients, treatments, plans) | 8,000 to 18,000 GBP | 3 to 4 weeks |
| Treatment plan and multi-visit quote tracking | 10,000 to 20,000 GBP | 3 weeks |
| Automated SMS and email follow-ups, payment plans | 5,000 to 12,000 GBP | 2 weeks |
| Dashboards per clinician and per chair | 7,000 to 16,000 GBP | 2 to 3 weeks |
| Role-based access (dentists, nurses, management), audit log | 4,000 to 10,000 GBP | 1 to 2 weeks |
| Testing, security, GDPR documentation | 6,000 to 14,000 GBP | 2 weeks |
| Total | 40,000 to 90,000 GBP | 3 to 5 months |
Feasibility depends on the connector. Some vendors expose an API or scheduled exports, others only allow read-only database access. A 2 to 3 day audit (2,000 to 4,000 GBP) confirms this before you commit.
Hosting, compliance and expected gains
Health data requires UK GDPR compliance, a DPIA, access logging and a UK-hosted, Cyber Essentials Plus environment. The CQC inspects whether your practice is well-led and safe, which includes how patient records and consent are handled.
| Metric | Before (spreadsheets) | After custom module |
|---|---|---|
| Private treatment plans issued per month | 180 | 180 |
| Acceptance rate | 42% | 50 to 55% (+15 to 25% relative) |
| Average follow-up delay | 3 weeks or never | Day 3, 10, 21 automatic |
| Practice manager tracking time | 6 h per week | 1.5 h per week |
| Revenue visibility per clinician | Monthly, manual | Daily |
| Hosting | Local PCs, not audited | UK cloud, 250 to 500 GBP a month |
Mini case study
Dr Patel, owner of a 12-chair practice in London, issues 180 private treatment plans a month, with an average value of 2,400 GBP and 42% acceptance. Moving to 50% through follow-ups adds 14 accepted plans a month, about 33,600 GBP of extra monthly revenue. At a 35% margin after lab and materials, that is 11,800 GBP a month. The 65,000 GBP module, plus 400 GBP of monthly hosting, pays back in under six months.
FAQ
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Do we need to replace our practice management system?
No, the module plugs into your current system and leaves NHS claims and billing untouched. You keep your workflows and 10 to 15 years of patient history.
What hosting standard applies?
UK GDPR, the DSP Toolkit if you hold an NHS contract, and Cyber Essentials Plus as good practice. Plan 250 to 500 GBP a month for backed-up, monitored UK hosting.
Are SMS follow-ups GDPR compliant?
Yes, if patients were informed and messages relate to their treatment. An SMS costs 0.03 to 0.05 GBP, under 30 GBP a month for 180 plans.
How long does rollout take?
Plan 3 to 5 months, including 2 weeks of piloting with 2 clinicians. Team training takes half a day.
What happens if we switch practice software later?
Only the connector is rebuilt, at 8,000 to 18,000 GBP. Data, dashboards and follow-ups stay in place.
Let's scope your project. We scope your treatment plan follow-up module (connector audit, indicative budget of 40,000 to 90,000 GBP, 3 to 5 month timeline). Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
