Features
Everything you need to run a modern practice
From the first online booking to the final invoice, Hugo Systems manages every step of the patient journey in one place, for practices of every size and specialty.
Scheduling 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.
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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
Security
Patient data protected at every step
Security sits at the centre of every decision we make. Staff sign in with two-factor authentication, access is controlled per practice and per role, and your data is backed up in real time across two regions.
Because Hugo Systems runs in the cloud, there are no on-site servers to maintain and no ports to open for remote-desktop access, one of the most common ways ransomware gets into medical practices. The platform is monitored 24/7, and improvements ship continuously without interrupting your team.
Explore security
Monitoring
Know how your diary is tracking, every morning
A daily email shows how appointment bookings are going against the goals you set. Choose which appointments to monitor and share the email with your team, so everyone is focused on the measures that matter.
Documentation and support
Your system, your settings
Hugo Systems is designed to be run by your own team. Step-by-step guides cover every setting, so you can adapt the system as your practice changes, any time, without logging a ticket and waiting for a reply.
Read the documentationSee it working in a practice like yours
Hugo Systems already runs practices across Gauteng, the Western Cape and KwaZulu-Natal.
- Zero practice downtime when you switch
- Unlimited users, locations and patients
- Month-to-month, no lock-in contract