Private practice administration
Your practice has better things to do than admin.
Patient calls, bookings, letters, insurers and billing — handled by a dedicated secretary team, made faster by carefully used AI. You get your evenings back. Your patients get a practice that always answers.
- More time
for patients - A dedicated
team - Smarter
processes
Today at your practice
People+Technology=Better care
Admin shouldn't hold you back.
You trained for years to treat patients. Yet a private list comes with a second job: the phone, the inbox, the insurers, the letters — and it doesn't stop when clinic does.
Evenings lost to letters
Dictations, referral replies and insurer reports pile up after clinic, and end up being finished at the kitchen table.
Calls you can't take
Patients ring while you're in theatre or clinic. Enquiries sit in voicemail, and a new patient quietly books somewhere else.
One secretary, one point of failure
When your secretary is on holiday or off sick, the practice stalls. And recruiting a replacement takes time you don't have.
How it works
A dedicated team, running on a proper system.
We don't sell you hours. We take on your practice's administration as a whole, working inside your own practice systems, with the people and processes to keep it moving.
Step 1: An introductory call
We learn how your practice runs: your specialty, your patient volume, your systems and how you like things done.
Step 2: Connect your PMS
Already using a practice management system (PMS)? We connect to your existing account. Don't have one yet? We help you set one up, in your practice's name, then connect to it.
Step 3: Your team takes over
Your dedicated secretary team picks up calls, the inbox, bookings, letters and billing admin — in your practice's name.
Step 4: You get your time back
The team covers for each other, so holidays and sick days never reach your patients. You focus on the clinical work.
Where AI fits in
Human-led. AI‑enhanced. In that order.
AI helps your team draft routine admin correspondence faster. That's all it does. It never touches anything clinical, and nothing it drafts leaves the practice until a person on your team has read it, checked it and sent it.
What AI helps with
First drafts of admin correspondence — appointment confirmations, insurer queries, payment reminders, follow-up emails.
Where AI never goes
Anything clinical. Clinical content, clinical decisions and the medical detail of your letters stay with you and your team.
A person sends every message
Every AI-drafted message is reviewed and sent by a secretary on your team. Always.
Everything your practice needs, handled.
One service covering the day-to-day running of a private practice, from the first patient call to the final invoice.
Everything included
We handle your calls, bookings, letters, billing, systems and analytics.
Why Sayense
More than secretarial hours. For less than you'd think.
If you're weighing up hiring a secretary yourself, here's how the options compare — on what you get, and what you pay for it.
| Hiring your own secretary | Traditional secretarial service | sayense | |
|---|---|---|---|
| Who does the work | One person | Secretarial hours, often one person | A dedicated secretary team |
| Holiday & sickness cover | Yours to arrange | Varies | Built in — the team covers |
| Analytics | Not provided | Not provided | Patient and communication analytics provided |
| Routine correspondence | Typed from scratch | Typed from scratch | AI-drafted, human-checked and sent |
| Recruitment, payroll & HR | Yours to manage | Handled | Handled |
| What you pay for | Salary, pension, cover and recruitment | Secretarial hours only | Team, systems and analytics in one fee |
| Cost scales with | A fixed salary | Hours booked | How busy your practice is |
| Compared with… | Hiring your own secretary | Traditional secretarial service | |
|---|---|---|---|
| A dedicated secretary team | |||
| Holiday & sickness cover | |||
| Patient and communication analytics | |||
| AI-assisted drafting, human-checked | |||
| Recruitment, payroll & HR handled | |||
| Team, systems and analytics in one fee | |||
| Cost scales with how busy your practice is |
- Included
- Partly / varies
- Not included
Often more cost-effective than employing a secretary yourself — once you add up salary, pension, holiday cover, recruitment and software. With Sayense, one monthly fee covers a whole team.
See pricingBuilt by people who know clinical settings.
We're both HCPC-registered biomedical scientists, and we've worked together for ten years, first in clinical laboratories and then in operations and project management. We know how clinical environments run, and what's at stake when admin slips.
We founded Sayense to bring lab-standard quality to medical secretarial support. We're a small, hands-on team, so you'll deal with us directly.
Monika
Co-founder · Clinical Operations
I've been a lead scientist and project coordinator in ISO-accredited laboratories and at Stanford University, with a background in client onboarding and management.
Daniel
Co-founder · Technical Operations
I've worked as Head of project delivery and in laboratory operations management. I look after the systems, processes and technology that keep Sayense running.
Pricing
Pricing that grows with your practice.
One fixed monthly price, based on your practice days. No timesheets, no 15-minute billing, and weekday phone cover on every plan.
Essential
For new or quieter practices.
1 practice day a week
£695/ month
- Most practices
Practice
For growing consultant practices.
Up to 3 practice days a week
£1,595/ month
Premium
For busy consultants and surgeons.
Up to 5 days a week*
£2,495/ month
Clinic
For multi-consultant clinics and high-volume practices.
Tailored
| What's included | Essential | Practice | Premium | Clinic |
|---|---|---|---|---|
| Private working days | Up to 1 a week | Up to 3 a week | Up to 5 a week* | Tailored |
| Monthly price | £695 | £1,595 | £2,495 | Tailored |
| Your secretary | Named, with backup | Named, with backup | Named, with backup | Tailored |
| Phone answering, Monday to Friday, 9am–5pm | ||||
| Patient enquiries and emails | ||||
| Diary management and bookings | ||||
| Referrals, follow-ups and GP letters | ||||
| AI-drafted letters, checked by a person | ||||
| Enquiry follow-up and conversion, with monthly report | ||||
| Surgery scheduling and theatre lists | ||||
| Results management: chasing, flagging and filing | ||||
| Billing, deposits and insurers | ||||
| Practice management system setup, management and improvements | ||||
| Training for you on your system and new workflows | ||||
| Weekend cover | Add-on, £395 | Add-on, £395 | Add-on, £395 | Tailored |
| Private working days | Up to 3 a week |
|---|---|
| Monthly price | £1,595 / month |
| Your secretary | Named, with backup |
| Core services | All 11 included |
| Weekend cover | Add-on, £395 |
The same full service on every plan
- Phone answering, Monday to Friday, 9am–5pm
- Patient enquiries and emails
- Diary management and bookings
- Referrals, follow-ups and GP letters
- AI-drafted letters, checked by a person
- Enquiry follow-up and conversion, with monthly report
- Surgery scheduling and theatre lists
- Results management: chasing, flagging and filing
- Billing, deposits and insurers
- Practice management system setup, management and improvements
- Training for you on your system and new workflows
Extra working day — Add one to Essential or Practice.
Extra working day — Add one to Essential or Practice.
Busier than your plan allows? Add one extra private working day a week. Need more than one? Save by moving up to the next plan.
£500/ month
Weekend cover — Add on with any plan or on its own.
Weekend cover — Add on with any plan or on its own.
Saturday and Sunday, 9am–1pm. New patient enquiries, appointment requests, emails and portal messages handled, with a Monday handover to your secretary or ours.
£395/ month with a plan
£595/ month on its own
A working day is any day you see private patients or operate, in clinic or theatre. Results management: we chase, flag and file results for the doctor, and never interpret them for patients. *Fair use applies. 3-month minimum term, then one month's notice. No setup fee. Your practice management system subscription is paid directly to the provider. All prices exclude VAT.
A calmer way to run your practice.
Tell us how your practice runs today. We'll show you what it would look like with a dedicated team behind it — no obligation.