Set up your practice in eight simple steps

Everything in Ceveta begins with your organisation. When you sign up, you will create your personal account and then set up your organisation profile. This is the central hub for your entire practice — all patients, appointments, documents, and invoices are scoped to your organisation.

Start by entering your organisation name, primary contact email, and phone number. You can also upload your practice logo at this stage, which will appear on invoices and documents. If you run a solo practice, you are automatically assigned as the owner. For group practices, the person who creates the organisation becomes the owner and can invite additional team members later.

Take a moment to review your organisation settings. You can configure your invoice branding, set your default currency, and add your practice registration details. These settings apply across your entire organisation and can be updated at any time from the settings page.

Ceveta supports multiple practice locations under a single organisation, which is ideal if you consult from more than one clinic or hospital. Each location has its own address, phone number, and email, making it easy to keep everything organised.

Navigate to the Locations section in your settings and add each place where you see patients. Enter the full address including postcode — this information will appear on invoices and correspondence. If you only practise from one location, simply add that single site.

Locations are linked to services and appointments, so setting them up early means you can assign the correct venue when booking patients. You can always add or update locations later as your practice grows or you take on consulting rooms at new sites.

Services define the types of consultations and procedures you offer, along with their fees and durations. Ceveta gives you full control over your service catalogue, so you can tailor it to match exactly how your practice operates.

For each service, set a name (such as "Initial Consultation" or "Follow-up Appointment"), a default duration, and a fee. You can categorise services by type — consultation, follow-up, procedure, or investigation — and specify the delivery mode: in-person, video, or telephone. If your fees differ by clinician or location, you can create service variants to handle that.

If you use billing codes such as CCSD or ISC codes, you can attach these to each service for accurate invoicing. Taking the time to set up your services properly now will save you significant effort when booking appointments and generating invoices later.

If you work with other clinicians or have administrative staff, now is the time to bring them on board. Ceveta uses role-based access to ensure everyone sees the right information. There are three roles: Owner, Clinician, and Secretary.

Owners have full access to all settings, data, and billing. Clinicians can view and manage their own patients, appointments, and documents. Secretaries handle administrative tasks such as scheduling and correspondence without accessing clinical details. This separation keeps sensitive data protected while enabling efficient teamwork.

To invite a team member, go to the Team section in your settings and send an invitation by email. For clinicians, you can also add professional details such as their GMC number, specialty, qualifications, and digital signature. These details are used to populate documents and letters automatically.

One of Ceveta's most powerful features is its document composer with reusable templates. Templates let you create standardised letters, reports, prescriptions, and referrals that auto-fill with patient and clinician details — saving you from repetitive typing.

Head to the Templates section and create templates for the documents you use most often. Use dynamic variables like patient name, date of birth, clinician name, and appointment date to personalise each document automatically. You can also configure your letterhead with a custom header and footer that appear on every PDF.

If you frequently write clinic letters to GPs, referral letters to other consultants, or discharge summaries, creating a template for each of these will dramatically speed up your workflow. Templates can be edited at any time, and you can create as many as you need.

With your practice infrastructure in place, you are ready to start adding patients. Navigate to the Patients section and click to create a new patient record. Enter their demographics: title, full name, date of birth, and contact details including mobile, home, and work phone numbers.

You can also record their NHS number, hospital number, and any known drug allergies for clinical safety. If the patient has private medical insurance, add their insurer, policy number, and membership number. Set the payor type — self-pay, insurance, NHS, or medico-legal — to ensure invoices are directed correctly.

Each patient record includes a notes section where you can add internal clinical notes visible only to staff. Assign a primary clinician to the patient, and their complete history of appointments, documents, and invoices will be accessible from a single, unified view.

With a patient record and your services configured, you can now book your first appointment. Open the calendar view and select a date and time slot, or create an appointment directly from a patient's record. Choose the patient, clinician, service, and location.

Each appointment tracks its full lifecycle through a series of statuses: scheduled, confirmed, arrived, in progress, completed, cancelled, or no-show. You can specify the appointment setting — daycase, inpatient, or outpatient — and the delivery mode. The calendar provides day, week, and month views so you can get a clear picture of your schedule.

Once the appointment is booked, it appears on the calendar and in the patient's record. After the consultation, update the status to completed and you can then create any follow-up documents or invoices directly from the appointment.

The final step is to set up your billing workflow. Navigate to your organisation settings to configure your invoice branding — add your logo, choose an accent colour, and enter your bank details and any footnotes you want to appear on invoices.

Ceveta integrates with Stripe for online payments, allowing you to send payment links directly to patients. To enable this, connect your Stripe account from the settings page. You can also accept payments via card terminal, bank transfer, cash, or cheque — and record these manually on each invoice.

When you create an invoice, add line items for the services provided, set the billing recipient (patient, insurer, or solicitor), and send it. Ceveta tracks the full invoice lifecycle from draft through sent, paid, overdue, cancelled, and refunded. Automatic invoice numbering keeps your records tidy, and you can view outstanding balances at a glance.