A CQC-registered private hospital digitised compliance tracking, equipment management and staff credentialing for more than 100 practitioners, in days rather than months.
Hale runs Velastria Enterprise. The Quality Management System, equipment register and staff credentialing described here come with Business and above; theatre management comes with Enterprise.
Hale Private Clinic (KP Aesthetics) is a CQC-registered private hospital in Hale, Altrincham, offering surgical and non-surgical aesthetic procedures across two theatres and two consultation rooms. More than 100 surgeons, anaesthetists, doctors, nurses and therapists work there under practising privileges or employment contracts.
Like many clinics that have grown from a solo practice into a hospital, Hale found that its systems hadn't scaled with it. What worked for a handful of staff broke down at a hundred.
As the clinic grew, so did the administrative burden. Compliance tracking, equipment management, and staff credentialing were spread across disconnected tools that didn't communicate.
Practising privileges, DBS checks, indemnity certificates and registration documents for every practitioner were stored in physical filing cabinets and spreadsheets. Tracking expiry dates meant manually checking each document.
A range of specialist devices, from energy platforms to cryolipolysis machines, had no centralised registry. Purchase contracts, serial numbers, warranty dates and service records lived in separate folders.
With hundreds of documents across more than a hundred practitioners, expired credentials went unnoticed until an audit or inspection. There was no automated alerting system to flag upcoming renewals.
Staff records in one system, schedules in another, compliance documents in a filing cabinet, equipment contracts in email inboxes. No single place to see the full picture of operational readiness.
One person held the knowledge of where everything was stored and when things expired. Staff holidays or absences meant compliance tracking stopped entirely.
Preparing for regulatory inspections meant weeks of scrambling: gathering documents from multiple locations, verifying they were current, and compiling evidence packs manually.
The rollout wasn't a drawn-out IT project. Velastria worked directly with the clinic to digitise its entire compliance and equipment operation.
More than 100 surgeons, anaesthetists, doctors, nurses and therapists were set up in Velastria with their roles, specialities and registration details. Each received their own login with self-service capabilities.
Several hundred compliance documents, covering practising privileges, DBS certificates, professional indemnity, GMC and NMC registrations and training certificates, were scanned, uploaded and categorised against each practitioner.
Rather than a person reading every document to find its issue and expiry dates, Velastria's AI vision system extracted the dates from scanned PDFs and images automatically, including handwritten dates on certificates. Anything it could not read confidently was flagged for a human to check, never guessed.
The clinic's specialist devices were added to Velastria's equipment module with full details extracted from purchase contracts: manufacturer, model, serial number, supplier, purchase cost, warranty information and lease terms. Original contracts were stored against each equipment record.
Every practitioner was enrolled in self-service compliance. When a document nears expiry, the practitioner receives an automated notification and can upload the renewed certificate directly. No emails, no paper, no chasing.
The impact was immediate and measurable.
Several hundred compliance documents, from practising privileges to mandatory training certificates, uploaded, categorised and linked to the correct practitioner.
Velastria's AI vision system read issue and expiry dates straight from the documents, including scanned images and handwritten dates on certificates, so nobody had to type them in.
The whole rollout was done for the clinic, by Velastria, reviewed by the founder. The clinic didn't spend hours typing data into forms or reconciling spreadsheets.
Every practitioner can now view their own compliance status, see what's expiring, and upload renewed documents themselves. The office manager is no longer the bottleneck.
The clinic's specialist devices are now tracked with serial numbers, warranty dates, lease terms and original purchase contracts attached to each record.
The compliance dashboard shows real-time status across every practitioner and every device. No more weeks of preparation before a CQC inspection: the data is always current and auditable.
It's genuinely given me my time back.
Khatra Paterson, owner, Hale Private Clinic, Cheshire
It brings everything onto one platform: clinical records, compliance docs, plus bookkeeping and financials, so no more paying for separate systems.
Khatra Paterson, owner, Hale Private Clinic, Cheshire
The AI driven documentation is beautifully set out, with ICD codes included, and it generates patient letters at the press of a button.
Khatra Paterson, owner, Hale Private Clinic, Cheshire
This wasn't a generic software rollout. Three things made it work.
Velastria was designed by a plastic surgeon who ran a multi-practitioner clinic for 20 years. The compliance workflows match how clinics actually operate, not how software engineers imagine they do.
Instead of asking clinic staff to type dates out of several hundred documents by hand, AI vision read the documents and extracted the data. The clinic stayed on clinical work while the system did the admin.
Velastria handled the heavy lifting: creating staff profiles, uploading documents, populating equipment records, and configuring automated alerts. The clinic's day-to-day operations were never disrupted.
If your clinic is managing compliance with spreadsheets, paper files and crossed fingers, there is a better way. See how one system, built by a surgeon, handles it.
See Business & Enterprise plans