Step 5: Set your fees

Pricing is one of the most uncertain areas for new private practitioners. There is no central guide, and fees vary widely by specialty, geography and reputation.

​

Starting points for research:

• Ask colleagues in your specialty what they charge

• Review insurer fee schedules, which set maximum reimbursement rates

• Check consultant finder tools on insurer websites, where some fees are published

• ​

Consider separating your fees into:

• Consultation fees (initial and follow-up)

• Procedure fees (if applicable)

• Administrative fees (reports, insurance letters)
  ​

Be transparent with patients. Unexpected costs damage trust and generate complaints.

​

Many insurers have schemes called fee assurance. This is an agreement to charge within the insurers set fee limits for eligible procedures. This arrangement ensures patients do not receive unexpected, additional bills (shortfalls) for covered treatments and consultations.

Step 6: Choose your practice management software

Once you start seeing patients, you need a system to manage appointments, records, billing and correspondence. Trying to run a practice on spreadsheets, email and paper quickly becomes unworkable.

​

Key features to look for:

• Healthcode integration. Submitting claims directly saves hours of manual work.

• Secure patient records. A structured, auditable record protects you clinically and legally.

• Appointment scheduling. Ideally with automated reminders to reduce no-shows.

• Medical transcription. Dictating letters directly into the system speeds up clinic workflow significantly.

• Patient portal. Giving patients secure access to their letters and documents is increasingly expected.

• UK data compliance. Look for ISO 27001 certification and UK-based data hosting.
   

TouchPoints.health was built specifically for UK private consultants and includes all of these features. If you are evaluating options, we offer free demonstrations tailored to your specialty.

Step 7: Decide whether you need a secretary or PA

Some consultants manage their own administration, particularly when starting out. Others hire a medical secretary or PA from the outset.
 

Consider your expected volume. If you are doing one clinic per week, self-management may be feasible. If you plan to grow quickly or work across multiple sites, dedicated support becomes essential. Patients expect to be able to speak to a real person if they have queries, particularly around appointments, test results, or billing. Having a telephone number answered by a human can quickly build trust and prevent small issues from escalating. Booking teams may also need to speak to PA to arrange new appointments or coordinating care across multiple providers.

Options include:

• Employed secretary. Full control, but requires managing payroll, contracts and cover.

• Virtual or shared secretary. Lower cost and more flexible, but less dedicated attention.

• Outsourced professional services. Professional PA companies handle invoicing and insurer follow-up as well as all phone calls and administration.
   

If you are looking for secretarial support, TouchPoints.health works with Professional PA groups and can assist with introductions. Finding the right PA can make a significant difference to your practice, and we are happy to help connect you with experienced professionals.
 

Good practice management software significantly reduces administrative burden regardless of which route you choose.

Step 8: Set up your business structure

There is no single “right” way to structure a private practice. Different business arrangements have different tax, administrative, and risk implications, and the most appropriate option will depend on your individual circumstances and future plans.

​

Regardless of the structure you choose, it is good practice to set up a separate business bank account from the outset. This improves financial transparency, simplifies accounting and tax returns, and gives you a clearer picture of how your practice is performing.

​

As your income grows or your practice becomes more complex, you may wish to review whether your existing structure remains appropriate. Changes can involve additional administrative requirements, regulatory filings, and professional support, so they are best approached deliberately rather than reactively.

​

For these reasons, it is advisable to seek advice from an accountant familiar with medical professionals at an early stage. Early guidance helps you understand the pros and cons of different structures and reduces the likelihood of having to make disruptive or costly changes later.

Step 9: Build your referral network

Private patients come from several sources:

• GP referrals. Many GPs refer to consultants they know and trust. Building relationships with local practices is valuable.

• Insurer directories. Patients often search insurer websites for specialists. Ensure your profile is complete and accurate.

• Hospital marketing. Private hospitals market their consultants through their own channels.

• Word of mouth. Reputation builds over time. Excellent patient experience drives recommendations.

• Online presence. A professional website and accurate listings on healthcare directories help patients find you.
   

Do not underestimate the importance of patient experience. How your practice communicates, how quickly letters are sent, how easy it is to book appointments - these factors influence whether patients return and refer others.