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For doctors, dentists, optometrists and therapists who have built a practice over many years and still keep their patients on paper. We make the old patient files digital at your practice, file every one to the right patient, and leave your receptionist with nothing to walk to.
What paper is costing you
It never looks like much on one day: a file pulled, a file missing, a room you hardly enter. Add it up over the years you must keep them, and it is the most expensive room in the practice. Retiring or selling does not end the obligation.
after a patient's last visit, at the least. The HPCSA would rather you kept them for good.
a child's record is kept until their 21st birthday, whatever age they were when you saw them.
a paper file has no backup. A burst pipe or a fire takes it for good.
to the shelves and back, and the file you need is always the one somebody else has.
is how long records of an illness or injury from someone's work must be kept after treatment ends.
is the most POPIA lets the Regulator fine. A lost or stolen record is a breach you must report to it and to the patient.
security breaches reported to the Information Regulator. It has fined a pathology laboratory R100,000.
a square metre a month for office space in Bedfordview. A 12 square metre file room is R16,000 to R21,000 a year.
Sources: HPCSA retention guidance via Medical Protection; Information Regulator briefing, 31 Aug 2026; Galetti, Bedfordview office rentals.
What you get
Every folder scanned at your practice, one file per patient, filed in GoodX, Elixir, Healthbridge or the system you use.
Forms on your website and on two waiting-room tablets we supply and set up. If your software already has forms, we switch those on instead.
Appointment reminders, recalls and a cancellation list, so the phone rings less.
Your Google profile set up and a three-month calendar of what to post and when. You post; we suggest.
How it works
On a Saturday morning, at your practice. You check that every page landed on the right patient before anything else happens. Your paper stays in use beside it, 10 files are run again on a second day to prove the same answer, and your receptionist finds files in the software herself before we leave.
We scan while the practice is closed, so your patients and your team never notice us.
Check a sample of our work. Only then is the paper shredded with a certificate, or kept if you prefer.
Price
We count the folders with you. Tablets, forms, reminders and your Google profile are R19,500 on top. A practice with 2,000 patient files pays R79,500, all in, and no monthly fee after that. Half to start, half when you sign off.
They keep their job and lose the walking.
We never touch your books.
No new system to learn. We fill the one you have.
Files are read at your practice. Nothing leaves without your written agreement.
Questions
The software you already use: GoodX, Elixir, Healthbridge and others. Each file goes into the patient's record through your software's own document upload, or through its API where your practice has ordered one. We are not affiliated with these companies.
No. We scan at your practice, over weekends and before opening, on a laptop that stays with the work. Nothing is sent to an outside AI service without your written agreement, and never anything with a patient's name on it.
The HPCSA's record-keeping guidance (Booklet 9) accepts a complete, accessible and accurate electronic copy in place of the paper, and prefers records kept all-electronic rather than mixed. Records must still be kept at least six years after a patient's last visit.
It stays until you have checked our work on a sample and signed it off. Then it is shredded with a certificate, or kept if you prefer. Your choice.
No. They keep their job and stop walking to the shelves. We remove the drudgery, not the people.
Nothing changes for them. We never touch your books, and whatever your software already sends your accountant keeps going as it is.
R30 a patient file, counted together with you, plus R19,500 for two waiting-room tablets, digital forms, reminders and your Google profile. Once-off, no monthly fee. Half to start, half when you sign off the files. The first 50 patient files are free.
It depends on how many patient files you have and how thick they are. We time it on your free 50-file test and give you dates before you commit.
Free 50-file test
Tell us about your practice. We reply by email or WhatsApp to set a Saturday morning.
HPCSA guidance on patient records (Booklet 9) as summarised by Medical Protection; children's records to age 21 per Genoa, July 2026. GoodX, Elixir and Healthbridge belong to their owners; Voypelo is not affiliated with them.
