Paperless patient intake for South African practices
Replace paper forms with a simple QR code or link. Patients complete their information and appointment request online, and every submission lands neatly in your practice dashboard.
No credit card required · EFT billing available · Built for South African practices
The old way vs Welcome Desk
Front-desk paperwork slows everyone down. Here's what changes when patients arrive with their information already captured.
The old way
- Paper forms handed over on arrival
- Reception captures details manually
- Medical aid cards re-scanned every visit
- Filing cabinets full of loose paper
With Welcome Desk
- Patients complete a QR code or link before arrival
- Every submission lands neatly in your dashboard
- Patient information is searchable in seconds
- POPIA-aware consent captured with every form
How it works
Up and running in an afternoon
Four simple steps from sign-up to a paperless front desk.
- 1
Share your QR code or link
Print your QR code for the front desk, or send your unique link over WhatsApp or email.
- 2
Patient completes the form
Patients fill in their details on their own phone or computer — no app to download.
- 3
Patient requests or books an appointment
Patients can request a time that suits them, or book an open slot directly, right in the same form.
- 4
Practice views everything in the dashboard
Submissions and booking requests arrive in your secure dashboard, ready for your team.
Features
Everything your front desk needs
Welcome Desk keeps it simple: the essentials of patient intake and bookings, done properly.
Patient information form
A clean, mobile-friendly form that captures the details your practice needs before the visit.
QR code and link sharing
Every practice gets a unique QR code and link — print it, display it, or send it anywhere.
WhatsApp share button
Send your form to patients over WhatsApp with one tap and a pre-written message.
Booking requests
Patients tell you when they'd like to come in, and you confirm the time that works.
Practice calendar
See your confirmed bookings laid out by day and month, all in one place.
Secure dashboard
Only your team can sign in. Patient information stays private to your practice.
Searchable submissions
Find any patient's submission in seconds — no more digging through paper files.
POPIA-aware consent checkbox
Every form captures the patient's consent to process their information, recorded with the submission.
EFT proof of payment upload
Pay your subscription by EFT and upload your proof of payment straight from your billing page.
Pricing
Simple monthly pricing
No setup fees. No annual lock-in. Cancel any time.
Starter
R499,00/month
Best for solo practitioners and small practices getting started with digital intake.
- ✓ Up to 3 user seats
- ✓ Unlimited digital intake forms
- ✓ Reusable QR code and intake link
- ✓ Share by QR code, WhatsApp or link (SMS coming soon)
- ✓ PDF and Excel export
- ✓ Digital signatures and POPIA consent
- ✓ Email support
Growth
R899,00/month
For growing practices with multiple practitioners who need more capacity and flexibility.
- ✓ Up to 10 user seats
- ✓ Everything in Starter
- ✓ Practice-editable contracts & consent wording
- ✓ Built-in appointment calendar
- ✓ Automatic booking confirmation emails (reminders coming soon)
- ✓ Document uploads (ID, medical aid card)
- ✓ Priority support
Enterprise
R1 499,00/month
For large clinics and groups that need unlimited capacity, integrations, and a guaranteed SLA.
- ✓ Unlimited user seats
- ✓ Everything in Growth
- ✓ Custom integrations (on request)
- ✓ Dedicated account manager
- ✓ SLA guarantee
- ✓ Onboarding assistance
- ✓ Priority phone support
All plans include a 7-day free trial. No credit card required at sign-up.
FAQ
Frequently asked questions
Is Welcome Desk POPIA compliant?
Welcome Desk is built POPIA-aware: every form captures the patient's consent, information is stored privately and is only accessible to your practice through signed-in, secured access. Your practice remains the responsible party for its own POPIA obligations, so we recommend confirming your overall compliance with your own advisor — but we've designed Welcome Desk to make responsible information handling the default.
How do patients get the form?
Each practice gets a unique link and QR code. Patients scan the QR code at your front desk or on your printed materials, or open the link you send them via WhatsApp or email.
Do patients need to download an app?
No. The form opens in the browser on any phone, tablet or computer — nothing to install, no account needed.
How does billing work?
Billing is by EFT for now. You pay your monthly subscription to our bank account using your practice's payment reference, then upload your proof of payment on your billing page. We confirm it and you're all set.
Can I cancel at any time?
Yes. There's no lock-in contract — you can cancel whenever you like and you won't be billed for the next month.
Which practices is Welcome Desk for?
Welcome Desk works for optometry, dental, general medical (GP), physiotherapy, psychology, occupational therapy, speech therapy, dietetics, aesthetics, wellness and other healthcare practices across South Africa.
Ready to say goodbye to paper forms?
Set up your practice in minutes and start your 7-day free trial today.
No credit card required · Cancel anytime