Practice management for healthcare teams
Run your practice, not your software.
Hugo Systems brings scheduling, online booking, patient timelines, patient and referring doctor portals, clinical reports and billing into one secure cloud platform. Built inside a busy practice, for practices of every size and specialty.
Switch with zero practice downtime. Unlimited users, locations and patients.
Our partners
Trusted by practices across South Africa
Specialist and multi-practitioner teams run their day on Hugo Systems, from Johannesburg to Durban to Cape Town.
Everything your practice runs on, in one place
No more juggling a diary, a filing cabinet, a messaging app and a billing package. Hugo Systems connects the whole patient journey so your team works from one source of truth, on any device.
Smart scheduling
A clear, colour-coded appointment book with rules per practitioner, room and site.
Online booking
Patients book the right appointment 24/7, within the rules you set, even straight from Google Maps.
Timeline posts
Notes, photos, documents and results on one chronological patient timeline.
Patient portal
Patients manage bookings, sign consent forms, update their details and pay their accounts from any device.
Referring doctor portal
Referrers follow their patients' progress with permission, no phone tag required.
Clinical reports
Guided reports with plain-language explanations patients actually understand.
Billing and medical aid
Point-of-care charges flow to Xero, with patients linked to Solumed.
Patient messaging
Reminders, consent forms, reports and account notices sent by email and WhatsApp.
Online booking, measured
Book more patients without adding staff
When patients can book themselves, they do. Your appointment book stays open when the phones are busy, the practice is closed or the team is on leave.
50%+
more booking capacity from the same front-desk team
38%
of routine check-ups booked online
26%
of new-patient appointments booked online
41,000+
appointments in the study
Study of more than 41,000 appointments in Hugo Systems partner practices, February 2021 to August 2022.
Overview
See Hugo Systems in action
A short tour of how Hugo Systems runs a day in practice, from the first online booking to the final report in the patient's hands.
Explore all featuresScheduling and online booking
A diary that keeps up with your busiest day
Hugo Systems' appointment book is clear, colour-coded and scales from a single practitioner to a multi-site group. Set rules per practitioner, service and location once, and the book enforces them, so the right patient lands in the right slot.
Patients book online 24/7, from your website or straight from Google Maps, choosing only from the appointment types and lead times you allow. In our partner practices, up to 38% of appointments are booked this way: fewer calls for your front desk, fewer gaps in your day.
Explore scheduling
Timeline posts
Every visit, note and result on one timeline
Each patient has a single chronological timeline. Post clinical notes, photos, documents, results, prescriptions and care instructions, and see the whole story at a glance.
Choose what stays internal to the practice and what the patient or referring doctor can see, so everyone works from the same up-to-date record.
Explore the timeline
Patient and referring doctor portals
Keep patients and referrers in the loop, 24/7
Patient portal
Your branded portal lets patients book and manage appointments, sign consent forms on their phone before they arrive, keep their details up to date, read their reports and pay their account, even when the practice is closed.
Referring doctor portal
With the patient's permission, referring doctors see progress, reports and outcomes in their own portal, so collaboration happens without the phone tag.
Clinical reports
Reports your patients actually understand
Hugo Systems guides your team through each report section by section, so nothing is missed and everyone can contribute before the practitioner signs off.
Tick a clinical finding and Hugo Systems adds a plain-language explanation for the patient. One click sends the report to the patient and a letter to the referring doctor.
After each visit, patients can rate their appointment. Every review is linked to the visit and the team member, and happy patients are prompted to share their experience on Google.
Explore reporting
Patient accounts
Get paid faster, with fewer account queries
Hugo Systems puts every patient's account in front of the people who need it, so your front desk and accounts team spend less time chasing and answering balance queries.
- Outstanding balances and flagged accounts show on the day sheet
- Patients see their balance in the portal and pay online
- Send account reminders by email or WhatsApp straight from the day sheet
- Stop online bookings for overdue accounts until the patient calls in
- Charges flow to Xero for a fully auditable trail
Built for the way practices grow
Whether you are a single practitioner or a multi-site group, Hugo Systems scales with you without the surprise costs or long contracts.
Unlimited users and sites
One flat subscription covers your whole team, however many practitioners, rooms or locations you add.
Zero practice downtime
We migrate your data and train your team while the practice keeps running. The cutover is seamless.
Nothing to install
No on-site servers, backups to run or remote-desktop licences to manage. All you need is an internet connection.
Secure by design
No open ports into your practice network. Two-factor sign-in, permissions per practice and backups mirrored across two regions.
Always up to date
Improvements ship continuously, often several times a day, with no interruption to your team. The platform is monitored 24/7.
Your data stays yours
Month-to-month, no minimum term. We'd rather you stay because you love Hugo Systems, not because you're locked in.
Switching to Hugo Systems
Change systems without closing your doors
Moving practice management software shouldn't mean cancelled appointments. We do the heavy lifting before go-live, so your patients never notice the switch.
-
1
Process and plan
We take the time up front to extract, clean and map your patient data and documents, and plan every step of the migration with your team.
-
2
Train alongside the day job
Your team learns Hugo Systems on its own practice setup while the existing system keeps running. No days blocked out, no patients turned away.
-
3
Seamless cutover
On go-live, your diary, patients and history are already waiting in Hugo Systems. Practice operations carry on without missing a beat.
Our story
Built in the practice alongside clinical and admin teams
Hugo Systems started in 2013 as an online booking tool inside a busy Johannesburg specialist practice. Today it is part of Smileway and runs a growing network of practices, with improvements shipped continuously. Every feature is shaped by the practitioners, coordinators and front-desk teams who use it every day: it feels like it was made for your practice because it was made in one.
Read our storyReady to see Hugo Systems in your practice?
Tell us a little about your practice and we'll set up a walkthrough with your team.
- Zero practice downtime when you switch
- Unlimited users, locations and patients
- Month-to-month, no lock-in contract