Treatment in a private clinic

For longevity centres, private clinics & private practices

Your patients pay themselves and expect premium. Why does the way to an appointment still feel like a statutory insurance practice?

ivato digitalises the patient journey in longevity centres, private clinics and private practices: enquiry, appointment booking, digital medical history and consent, preparation of findings, billing and programmes for returning patients. Your clinic or practice management system stays. Your team gains time for personal care, and your patients experience the service they pay for.

Callback from an industry adviser →View the patient journey ↓

Clients from this industry

Your day-to-day

Do you recognise these sentences from reception, the consulting room and practice management?

Self-paying patients do not compare your practice with other practices, but with the service of a premium hotel. At the same time, medical assistants are lacking, and doctors spend too much time on documentation. Whoever relieves them creates more time for personal conversation. That is exactly where we start.

You recognise 0 of 8 statements

Tap the statements you recognise from your day-to-day work.

The pattern behind it: Your team administers instead of caring, and patients experience waiting instead of premium service.

Talk about it ↓

Patient journey

At which point in the patient journey do you lose time, appointments or patients?

Click on a stage. You will see how it works in many practices today, what ivato implements there and what changes as a result. Usually two to four stages have the greatest leverage. Which ones they are for you, we clarify in the initial call.

Today

Enquiries on every channel

Prospects write via Instagram, WhatsApp, the website or call. Replies come late, and many enquiries fizzle out before an appointment is set.

With ivato

One inbox, quick reply

  • All channels in one inbox
  • Pre-qualification by service and concern
  • Reply with an appointment proposal within minutes

What changes

More appointments from the same enquiries

Prospects experience premium service from the first contact, and your reception works through requests in an orderly way.

Descriptions show typical processes. Diagnosis and therapy always remain a medical decision. We calculate the concrete effects for your practice in the business case.

Case examples

What does this look like in practice in a practice like yours?

Four examples from longevity, private medicine and aesthetic medicine, each with starting point, solution, result and calculation. What they all have in common: the practice management system stayed in place, and after 8 to 12 weeks the solution was running in day-to-day work.

  • Longevity & preventionBavaria14 employeesCheck-ups & annual programmes

    Findings report prepared, annual programme under control

    Starting point
    Lab values, questionnaires and measurement data were merged by hand for every findings report. Follow-up checks in the annual programme were planned in Excel.
    Solution
    Data from lab, questionnaire and measurements flows into a report template, which the doctor assesses and supplements. Programme participants are invited to re-checks automatically, with online booking.
    Result
    Findings reports in significantly less time, no re-check slips through, more renewals of the annual programmes.
    Investment
    €29,000
    Funding
    €11,600
    Own contribution
    €17,400
    Payback
    6 months

  • Private practiceHamburg9 employeesInternal medicine, private

    Reception relieved with online medical history and AI phone assistant

    Starting point
    Phone ringing non-stop from 8 am, medical history forms on paper, appointments allocated by callback. Patients waited a long time to get through.
    Solution
    Online appointment booking with appointment types, digital medical history before the appointment with transfer to the practice software, AI phone assistant for appointment requests, prescription requests and callback requests.
    Result
    A calmer reception, complete documents at the appointment, better accessibility for patients.
    Investment
    €22,000
    Funding
    €8,800
    Own contribution
    €13,200
    Payback
    7 months

  • Aesthetic medicineNRW11 employeesminimally invasive treatments

    Enquiries bundled, refresher at the right time

    Starting point
    Enquiries via social media, website and phone in various inboxes. Consultation appointments were cancelled at short notice, and refreshers were left to chance.
    Solution
    All enquiries in one inbox with pre-qualification, online booking of the consultation appointment with deposit, personal reminder at the due treatment interval.
    Result
    Fewer no-shows at consultation appointments, more returning patients.
    Investment
    €19,000
    Funding
    €7,600
    Own contribution
    €11,400
    Payback
    5 months

  • Private aesthetic clinicBaden-Württemberg30 employeessurgical procedures

    From cost estimate to aftercare without stacks of paper

    Starting point
    Cost estimates, information forms, consents and aftercare appointments ran on paper and through individual staff members. Questions after surgery came by phone.
    Solution
    Cost estimate with digital acceptance, information documents digital in advance, consent after the consultation with the doctor, aftercare check-ins with structured queries and internal photo documentation.
    Result
    Complete documentation, faster decisions by patients, well-supported aftercare.
    Investment
    €38,000
    Funding
    €15,200
    Own contribution
    €22,800
    Payback
    8 months

More case studies from Healthcare & care · Funding programmes

Solutions

Which tools does ivato use in private and self-pay practices?

Proven building blocks, adapted to your services and your practice management system. The technology works in the background, while your patients experience a personal, smooth process. Diagnosis and therapy remain medical.

  • One inbox for all enquiries

    Website, social media, email and phone in one inbox. Enquiries are pre-qualified and answered directly with an appointment proposal.

    To Sales & CRM automation →

  • Online booking with deposit

    Appointment types with suitable duration, reminders by SMS or email, deposit for long consultation appointments, the waiting list moves up automatically.

    To Reducing cost pressure →

  • Digital medical history & consent

    Questionnaires, information documents and consents before the appointment on the smartphone. Transfer to the patient record instead of retyping.

    To Implementation →

  • Findings & report preparation

    Lab values, questionnaires and measurement data merged in a report template. The doctor assesses and words the report, the legwork is done.

    To Scaling with AI →

  • Re-check, intervals & programmes

    Personal invitation to the due check-up or treatment interval, management of annual programmes and memberships with all appointments.

    To Strategy →

  • AI phone assistant

    Takes appointment requests, queries and callback requests around the clock, in a friendly manner and in the tone of your practice. Medical questions go to your team.

    To Scaling with AI →

Practice management & billing

Do we have to change our practice management system?

No. Your practice management system remains the lead system for patient record, appointments and billing. We start upstream and alongside: enquiries, booking, questionnaires, communication and aftercare. Data is handed over instead of retyped.

Your systems stay

  • Connection to common practice management systems and billing services via existing interfaces
  • Health data particularly protected under GDPR Art. 9, service providers bound to confidentiality
  • AI services without training on patient data
  • Data stays on servers in Germany
HWG§ 203 StGB

Is your patient communication fast and still legally compliant?

Strict advertising rules apply to self-pay services: before-and-after images, for example, are prohibited in consumer advertising for surgical plastic-surgery procedures. At the same time, all patient data is subject to medical confidentiality. Automated communication has to take both into account. We build processes in which templates are reviewed and data is protected.

As of: 10/2026 · simplified presentation, not legal advice

Clarify in a conversation ↓

Process & prices

How do we start without disrupting practice operations?

With a 30-minute conversation. After that you decide step by step. Your effort is a few meetings with the practice owner, practice management and reception. We take care of the rest, gladly outside consulting hours.

  1. Step 1

    Initial call

    30 minutes with an adviser who knows private and self-pay practices. We discuss where things get stuck, and tell you honestly whether and where digitalisation pays off.

    free of charge

    Request a callback ↓

  2. Step 2

    Strategy

    We look at the patient journey and the team's processes, calculate the business case in euros and agree a roadmap.

    Fixed price by scope · eligible for funding

    To Strategy →

  3. Step 3

    Implementation

    We implement the most effective building blocks, connect your practice software and train your team until it runs.

    from €20,000 net · 8–12 weeks

    To Implementation →

Estimate your funding

Funding rate
Funding
€12,000
Your contribution
€18,000

Simplified calculation. Rate and maximum amounts depend on the programme, federal state and company size. Consulting can additionally receive a grant of up to €5,600.

Projects successfully supported
1,000+
Projects successfully supported
Years of experience with mid-sized companies
25+
Years of experience with mid-sized companies
Funding for implementation
up to 60%
Funding for implementation
dedicated contact person on the project
1
dedicated contact person on the project

Frequently asked questions

What practice owners and practice managers want to know beforehand

Your question is not here? In the initial conversation we take 30 minutes for your specific topic.

Health data is processed with particular protection and transmitted encrypted. As a service provider we are bound to confidentiality, conclude a data processing agreement and use AI services that do not use patient data for training. Coordination with your data protection officer is part of the project.

No. The AI organises, reminds, summarises and prepares reports. Medical history, diagnosis, therapy and information remain medical. The assistant forwards patients' medical questions to your team.

Precisely then. What gets automated are the things patients do not experience as service: waiting on the phone, a clipboard in the waiting room, forgotten appointments. All messages sound like your practice, and your team has more time for the personal conversation.

In most cases yes, via existing interfaces or data exports. We check this in the initial call, before you commit.

Often precisely then, because every missing medical assistant is felt immediately. If a building block prevents two or three no-shows a week or relieves reception by an hour a day, it pays off quickly. The business case shows this before the investment.

For consulting, a grant of up to €5,600 is possible, and for implementation up to 60% depending on federal state and programme. We check in the initial call whether your practice is eligible for funding and take care of the application documents. As of: 10/2026, programmes change regularly.

Read on

Contact

Exchange ideas with one of our specialists from your industry.

30 minutes, free of charge, gladly before or after consulting hours. We tell you openly which two or three areas are worthwhile for you and roughly what that costs.

  • Callback within one working day
  • Appointments also before or after consulting hours

Request a callback

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