Velastria is built continuously, and everything shipped is listed here — month by month, newest first, in plain English.
One email a month with the highlights. No sales follow-up, and you can unsubscribe from any email in one click.
Clinics leaving Cliniko or Collums can now bring nearly everything across themselves, including patients, diaries, appointment history, clinical notes, invoices, forms, letters, photographs, allergies, stock and prepaid treatment courses. Clinics still working in Cliniko can see each day's diary in Velastria every morning, and you're told plainly about anything that couldn't be tidied.
Coherent now sits alongside Stripe as a way to take card payments, and you can send a payment straight to the card machine or let patients pay by scanning a QR code on your screen. Payment links now cover several items at once, confirm whether they were actually sent, and can no longer charge a patient twice for a treatment their package already covers.
Clinics that trade as several companies now issue each invoice under the company that treated the patient, with Xero set up once per building and VAT set per treatment. Bookkeeping fills in a bill from its PDF, lets you approve where each bank payment is filed before it reaches Xero, and holds money paid onto a patient's account until it's actually earned.
The switchboard console can now call patients as well as answer them, create a record for a new caller mid-call, and suggest the consultation to book with the buttons ready to use. You can send calls to an answering service during set hours, take a call off the AI receptionist with one press, and rely on Aria to recognise callers more reliably and leave proper voicemail prompts.
Save the calendar the way you like it under a name, pick several staff from a checklist, set column widths so every diary fits on one screen, and hide patient names with one click. Moving a patient to another day now follows the clinician's room, and cancelled appointments free up their time straight away.
The reception board gains a Patient arrived button, a single Check out button that collects what's owed and suggests related products, and a view of what each patient still needs to sign. Deposits, refunds and payments from a patient's wallet can all be taken at the desk without building a basket first.
Letters can now go out asking the patient to sign at the bottom, with reminder emails you can edit and a patient portal page listing anything still unsigned. Patients can also sign their consultation notes before they leave the room, and notes can be emailed straight to the patient, their GP or another clinic.
Practice owners can now ask Velastria about their practice from Claude, ChatGPT or Gemini, and Serendipity lets you follow up on an answer, correct a question and keep the conversation going, with clearer figures and caveats. Consultation transcription keeps working when a recording service falls over, and several devices on one consultation now see each other's work as it happens.
Surgeons booking theatre online now fill in your own booking form and wait for your approval, and you choose who gets told about each request. Printed theatre lists now show which implants to have ready, along with the notes typed under each procedure.
Enquiry emails from your website forms can go straight into the pipeline, read and filed by AI, and you can build your own enquiry forms that show where every enquiry came from. You can filter the board by several procedures and sources at once, time quote follow-ups to the date the patient named, and stop sequences chasing patients who have already booked.
Clinic groups can give each company its own stock, with a transport location for moving stock between sites, and stock is now valued at what each batch actually cost. Items can be archived, products can be suggested after specific treatments, and reading a label with the camera is about four times faster.
Allergies and alerts now show in red on a tidy one-line strip, and a new Details tab lets you edit demographics, next of kin, GP and BMI in place. You can mark a patient Do Not Contact so all contact stops, find patients by postcode, see when their email is unreachable, and merge duplicate records on every plan.
The Email Hub now knows who is writing, marks a reply as Answered, and lets you select every email on a page at once. Photos and documents that patients email in are shown with the message and filed to their record, and you're told when a patient's email bounces.
The new post editor puts all of a patient's photos on the page, so you can place, crop and label before-and-after images without ever naming the patient. The Photo Wall can show only patients who agreed to marketing use, anonymisation requests are flagged wherever photos can be used, and RxPhoto imports keep each photo's real date.
Patients can now pay you monthly into a membership that builds up credit they can spend, and they can see their membership and balance in the patient portal. A new memberships page shows who's on the scheme, with a setup checklist that takes you straight to each step.
Set your own no-show fee and cancellation notice in one place, and write your missed-appointment and late-cancellation emails on the same policy page. Whoever answers the phone or works the desk is now told when a patient owes a missed-appointment fee.
Review and grade patient complications from the QMS menu, keep cosmetic revisions separate from medical complications, and filter by clinician. The risk register now accepts every risk you add, staff compliance files keep every approved document, and incident alerts reach only the people entitled to see them.
Clinic owners can limit a clinician to their own patients, rename roles or copy them to make new ones, and let practice managers maintain the formulary without being able to prescribe. Working patterns on the rota can now repeat over up to eight weeks and say what each session is for.
Forms can now fill in answers from the patient record and show or hide whole sections depending on earlier answers, without losing anything already entered. Journey steps can send a pre-op pack or a 'how to find us' page, and you can edit forms without leaving the step you're building.
Clinics can change or cancel their plan from their own settings, and they get a warning and a check before their first payment is taken. New clinics can start on their own web address and get a working patient email address from day one.
A whole new way to work with hospitals, referring clinics and insurers: providers can sign in to their own portal to see the theatre time you set aside for them and book into it, and clinics can send a filled-in booking form to any provider, preview it first and see exactly what was sent. You can now record who is paying for each patient, hold each payer's fee schedule and cover requirements, see the shortfall before it reaches a quote, build the claim ready to key in, and register provider bills with their invoice attached.
Moving from Clinic Office, Salesforce or Pabau is far smoother: patients, notes, alerts, questionnaires, documents, invoices, payments, staff, rooms, locations and appointment types now come across cleanly, with duplicates merged sensibly, nothing overwritten and nothing lost when two records share a name or birthday. There's a self-service setup page with headline numbers, plain-English export instructions, a nightly top-up of your old diary, and a guarantee that an import can never email your patients.
You can now plan a patient's whole surgical journey from one page — build a named plan once, apply it to any patient, and have it send the hospital its booking pack, ask a third party to book, or tell the patient, all in the right order. Theatre lists now record which theatre a case is in, what equipment and anaesthetic it needs, when each stage happened, who is rostered that day, and let you answer a request with alternative dates.
The Phone Hub is now three tidy panels that work on a mobile, with call history you can filter by who was on the call, and clinics can use their own phone number for calls and texts. Batch outbound calling arrives — build or upload a call list, have the AI draft the script, approve it, then ring the whole list, schedule retries and read every call afterwards — and a new live call console shows the conversation as it happens, spots what the caller is asking about, offers the soonest dates and shows your price.
Enhanced online booking launches for Enterprise clinics: patients see the calendar first, answer your clinic's own questions, and what they tell you decides which appointments, times and insurer questions they're offered. Booking forms now have their own setup pages, a per-page flow builder, a health check showing whether each form works, and patients land back on your website rather than ours.
Every bank account a clinic holds now lives in one place with cash in, out and closing balances over a rolling twelve months, statement uploads that recognise which account they belong to, and a Monzo connection that brings transactions in automatically each day. Xero gets a single workspace with month-end close, sync health and a bills inbox, treatment payments post to their own income accounts, and duplicate payments, own-account transfers and self-reconciled items are handled properly.
Rules can now be triggered by far more of clinic life — a patient texting you, an opt-out, a payment recorded by hand, a task, a quality record, an arriving document, an existing diary appointment or anything a patient answered on a form — and can send your saved templates or chase a patient letter two days later. There's also a striking new live map of every automation, workflow and AI feature in your clinic, in 3D or as a flat diagram, that you can search, step through and click into.
One inbox now holds every conversation, with folders, right-click filing, working search, proper ordering and completed tickets tucked away, plus the ability to message colleagues at other Velastria clinics you work in. The SMS hub fits a phone screen, opening a text marks it read, you can reply to any message whoever it came from, and the Email Hub finally shows a whole folder with bulk delete.
Campaigns are now something you manage properly: build a mailshot audience from any combination of conditions, see what a campaign cost and what it brought in, and let rules add leads while only a person can remove them. Your CRM pipeline works by procedure rather than whatever the enquiry happened to say, you can design what leads hear at each stage, patients who text STOP are excluded from marketing, and clinic-branded emails and information pages can be designed once and reused everywhere.
Letters now go out on your clinic's own letterhead with every heading and address detail editable, can be emailed, deleted as drafts and written as referrals with or without a consultation. You can dictate a whole letter and have the recipient, header and address filled in for you, tidy the wording without risking the doses, and letters follow the patient's contact permissions.
The patient record gains a free-text notes box, next of kin, height, weight, BMI and NHS details, and appointment search becomes a proper search — filter and sort by any column, page it, export it (with every export logged) and find every case of a treatment you've performed. The wallet now shows packages and progress through them, lets you take payment part from the wallet and part at the till, and supports goodwill credit that never touches the books.
Build your own monthly meeting page from any chart, see deferred income in pounds, and pick a single month without losing your trend history. New reports cover no-show rates by source, type, practitioner and location, what causes them, how many patients never return, nine years of retail product sales, and any treatment between any two dates — with long AI reports now running in the background and telling you when they're ready.
Build a theatre rota by dragging roles onto the day, save a theatre's usual team as a template, and put morning theatre and afternoon clinic on the same day in one template. The rota now shows the whole week including weekends, names each shift's department, lets staff mark working-from-home days, tells a manager when a shift is claimed, and lets you type a name instead of scrolling.
The day view now shows every diary you select with no limit, names the room each practitioner is in, and books the patient at the location you actually chose. Sessions can be restricted to certain appointment types so the wrong thing can't be booked in, consulting rooms can no longer be double-booked, every cancellation asks why and frees its equipment, and patients are told what time to arrive rather than just when they're seen.
A cleaning manual becomes a live procedure library with a per-room audit rota, auditors can add notes and photos to any question, incident reports are visible to the clinic owner only, and confidential folders arrive for board and speak-up documents. There's also a complications report that captures outcomes national bodies have no box for, a much faster and more accurate complication scan, and a quarterly PHIN return you can download ready to upload.
Documents can be filtered for labs and radiology, sent to a colleague for review as you upload them, and every time one is opened it's recorded in the access log. Consent forms behave properly when signing, show the real signing date, can be handed to a patient on an iPad from wherever you are, and questionnaires can be sent from the Forms tab; photo editing now keeps each edit beside the original in the patient's lightbox with above-and-below comparison, and mobile capture no longer loses photos.
Add-on roles now count everywhere in access control, logins can be switched back on or granted to staff who never had one, and email and practitioner status can be edited straight from the staff list. Unattended screens sign themselves out after an hour, staff at one clinic can no longer see or message staff at another, password resets are rate-limited, and clinic pages are kept out of search engines.
Each clinic now sees its own Google search data and the searches that brought people to each page, with website analytics hidden if there's no tracker, a reconnect button when a tab has no data, and campaign-to-patient tracking that shows how far each lead got. Google Ads conversions now report properly, including values that update as a deal grows.
Long consultations now reliably produce clinical notes instead of failing quietly, and you're told if note generation ever stops. Answers are no longer cut off mid-sentence, half-written letters can't reach the approval queue, and clinic search can now look inside consultation transcripts and typed notes as well.
Anyone can now report a bug or suggestion from inside Velastria or by email, and it becomes a trackable conversation you can return to, with owners able to see and answer everything their team has raised. There's also a public monthly changelog with an opt-in email digest, one-click acceptance of updated terms, and a calm holding page whenever the platform is being upgraded.
Moving a clinic across from its old system now brings over invoices, payments, clinical photographs and documents, with a short list of questions only the clinic can answer and a guarantee that imported records can never accidentally text or email a patient. The switching assistant is now open to every clinic, alongside a revisitable setup guide, clearer sign-up and discount codes.
A new Theatre Planning Meeting page, plus List, Cards and Gantt views with day-by-day navigation, and theatre cases that now keep the patient's appointment in step when they're moved, cancelled or deleted. Lists show the operation name, patient ID, allergies and relevant medical history, with a one-tap theatre clock for timings and new theatre utilisation reporting.
A new Strategic Planning centre with a saved report library, a plain-English verdict on whether you're short of clinic hours or short of demand, true practitioner and room utilisation, and retention/recall analysis. Budgeting arrives too — expenses split into cost of sales and fixed, profit waterfall, last-year comparison pulled from your accounts, and a Lost to Follow Up report you can schedule.
Edit daily budgets, pause and resume campaigns and see every budget change without leaving Velastria, alongside new website analytics, search-listing and full marketing report tabs. An Outcomes view now follows real enquiries through to consultations and surgery, ad clicks are matched to bookings, and you can invite a marketing agency in with tightly restricted access.
Build a watchlist of local competitors — found by radius search, map link or company director — organised into groups with company filings, Google review tracking and AI-written briefings. A price comparator lines their published prices up against your own.
A brand-new email campaign tool with a drag-and-drop visual builder, audience and segment builder, scheduled sends, approval and edit history, and per-recipient open and click reporting. Autosave, 'save and close' and a gentle warning when a colleague is already editing keep work safe.
Reception and till sales, refunds and payouts now flow through to your accounts as properly itemised paid invoices, with sales, payment methods and locations mapped to the right accounts and a new All Transactions ledger. Refunds can be recorded manually with manager approval, 'already paid elsewhere' payments are supported, backdated payments save correctly, bank statement imports cope with large volumes, and the patient wallet shows money the clinic is holding.
Gift vouchers from end to end — issue and redeem in clinic, sell online, nominate a recipient, send a designed e-voucher or print a PDF, with expiry and reconciliation handled in the accounts. The till now takes multiple items in one sale (treatments and products, VAT per line, stock adjusted automatically) with type-to-filter pickers, and the stock counting screens have been tidied up.
Duplicate leads are consolidated to one per patient per pipeline and tidied up nightly, so unbooked patients stop disappearing from the board. Enquiry pages gain a consultation timeline and coordinator summary, lead outcomes are now yours to configure, a column shows where a patient got to in their previous journey, and web enquiries record where they came from.
Compose patient-story content on a visual canvas, with the patient's photos along a timeline, procedure tagging, image and short-animation output and a publisher panel. Photos are only ever available where genuine marketing consent exists, and finished articles can be downloaded rather than published straight to a website.
Staff can now switch on two-factor login, hold more than one role at once (with combined permissions), and each staff member has an Activity tab. Every view of a patient record and every photo or document download is now logged with a per-patient access history, and rota and practitioner details — ad-hoc sessions, working patterns, registration numbers, prescriber status — are easier to edit.
A new one-click export produces the complete patient record as a single, legible PDF for subject access requests and referrals — chronological timeline, proper consultation layout, photographs the right way up and nothing printed twice. The Photo Library and Gallery are now one Photos area with a view toggle, live camera preview works on more phones and browsers, big photo imports run quietly in the background, and patient merge lets you search for the two records yourself.
Monthly usage statements for SMS and AI are now generated, emailed as a PDF and collected by Direct Debit, with a tenant-facing 'My Monthly Fees' page and self-service Direct Debit setup in Organisation Settings. Plan tiers are driven by a single matrix with a 'show as' preview, plus discount codes, a referral reward programme, multi-currency billing and per-feature switches for every AI capability.
Several consent forms can now be signed in one appointment at every clinic, and medical photography consent can be sent from the consultation workspace or Photos tab with an editable cover email and a notification when it's signed. Completed medical questionnaires are filed as a PDF in the patient's documents, pre-op questionnaires gained height, weight and BMI on your own letterhead, and the 'system error' that blocked some patient submissions is fixed.
Dictation is far more dependable — an honest microphone level, surviving a tab switch, no more silently lost audio, a resizable transcript box and AI notes that come through properly formatted. There's a new 'Repeat a previous treatment' shortcut, and meetings gain folders with access control, attached documents and typed-in transcripts.
A Wide View toggle hides both side panels for a full-width diary, calendar preferences get their own page and prominent button, and the staff filter is type-to-search. Group bookings and appointment add-ons are now supported, and several fixes stop appointments double-booking, keep break edits showing, and carry session location changes onto booked patients.
A new rule chases patients who started a booking but never paid, without ever creating duplicates, plus a per-booking switch to silence emails and texts and an automatic questionnaire for returning patients. Messaging is steadier too: shared quick-reply snippets, capped privacy reminders, no repeat sends to addresses that bounce, and more reliable inbound texts.
One dated agreement pack you can read and sign on-device with a proper record of signing, plus published security and data-transfer documents so you no longer have to ask for them. Audits now have a sample-size step, automatic emails to lead auditors and a manager sign-off with visual summaries, alongside a compliance document review queue and a public QR-code incident report form.
Write a prescription, send it for prescriber approval and get a branded one-page PDF filed straight into the patient's documents, with the clinic's letterhead, email and signature block. A clinic-curated list of drug templates makes writing common items a couple of clicks.
Clinics can now choose which tabs patients see in the portal, with a mobile preview, and review invitation emails can be edited before they go out. Public enquiry forms send reliably from verified clinic addresses, and the Velastria website was refreshed with clearer pricing, feature detail and an automatically published monthly changelog.
A brand-new reception desk: a welcome screen with a flip-clock and the day's patients as cards, live status chips, star-to-open a friendly patient snapshot, incoming-call pop-ups with caller ID, an end-of-day cash-up, quick walk-in checkout, and forms-to-sign tiles that hand a patient a QR code, on-screen form or email.
A whole new proforma system with a drag-and-drop visual form builder — tables, rich text, product lists, measurement tables, diagrams, photo and signature fields, conditional logic, and polished PDF output.
Courses of treatment can now be sold as a single priced package, with partial payment recognition, refunds, a package builder, and a scheduler that books the appointments near your chosen dates.
A full canvas image editor: pick patient photos, auto-remove backgrounds, auto-align before-and-after compositions, collage templates, layer ordering, background colours, and save-and-reopen editable designs — now also on mobile.
Per-practitioner diary columns with a 'Show diaries' chooser, break blocks you can drag and resize, a default-diary preference, and a 'send selected patients an SMS' day blast on its own page.
Questionnaires are now built visually with no code — dropdowns, combined text answers, 'ask for details if yes', and a preview — and a patient's pre-consultation medical history now feeds into AI-written letters and notes.
Guided mobile capture with camera zoom, reusable capture sets, automatic photo-angle and post-op-milestone tagging, automatic background removal, and proper iPhone-photo (HEIC) handling. Patients can also upload existing photos in the portal.
A new retail catalogue for selling products to patients, a mobile Barcode Wizard that scans a code per product, and an Import Wizard that handles spreadsheet uploads with export-for-editing round-trips.
Self-correcting bank-statement reading that learns each bank's layout, Tide reconciliation into Xero, deleting a payment now reverses it in Xero, and automatic weekly and monthly profit-and-loss snapshots.
Anti-wrinkle and filler reconciliation now works from your own product list, reconciles automatically after a label scan, and works out label-reading aliases for you.
Observational audits, a CQC evidence pack that gathers your existing records automatically, multi-staff document sign-offs, and tenant-managed regulatory references.
The AI phone answering was moved to its provider's new service (fixing an inbound-call outage), with monitoring, alerting, a voicemail fallback, and automatic call summaries you can switch on.
A friendlier action picker with per-clinic gating, human-readable activity results, better before/after timing anchored on the appointment date, and automatic photo and letter push-and-pull with partner clinics.
Tidier deferred-income handling, a provider-aware committed-revenue floor, a fixed quarterly report window, and a new 'Unpaid Balances' list for patients who've paid a deposit but not settled.
A rich-text editor in the consent generator, automatically created signing links for anything a patient needs to sign, and seeded consent forms for new clinics.
The public website gained a verified-reviews page with 120 five-star reviews, a new FAQs page, and updated gallery links.
Front-of-house roles now have clinical notes, letters and documents hidden from them, and managers (not just super-users) can manage clinic setup.
A brand-new 2D rhinoplasty planning tool that marks facial landmarks on a patient's side and front photos and reshapes the nose to show a planned result. It offers zoom and pan, adding and removing points by hand, lasso and region-brush edits, a silhouette view, and saved plan snapshots you can revisit.
Automations can now be organised by area of the practice and run reports on a set timetable, and they can trigger from events such as a quote being sent, a surgery being completed, or a questionnaire being submitted. A friendlier rule builder and more reliable choice of who gets notified round it out.
New analytics for the consultation-to-surgery journey, including a velocity view showing how quickly enquiries convert, AI-written drop-off analysis, a dedicated Quotes pipeline view, and monthly revenue drill-downs you can save and reopen.
Patients booking online can now pick a named practitioner or simply take the fastest available slot. Every appointment now requires a location and a genuine clinical session, closing gaps that previously let bookings land in the wrong place.
A redesigned Staff Detail page with auto-save and a dedicated practitioner tab, plus location-based teams so a staff member's calendar access and patient-record access are granted together and kept in step. Team and department lists are now sorted clearly and the Anaesthetist role is fully supported.
A new visual form builder for questionnaires, with calculated fields such as automatic BMI, a PDF saved straight to the patient's documents when a form is submitted, and rules that can fire the moment a form is completed.
New clinics are now guided through a proper card-payment setup and payment-terms agreement before they can take payments, with self-service acceptance and a welcome flow. Fixes also ensure one clinic can never see another clinic's payment information.
Day-view improvements including more ways to open a location's day, a clickable date that pops open a date picker, a Check Patient Duplicates button, and staff names shown in column headers. The Next Theatre List and reschedule flow are also more robust.
Bookkeeping is steadier, with a daily safety-net that catches stray card payouts, protection against duplicate invoices, and more reliable reading of Tide statements.
Patient letters now carry per-user sign-offs, each clinic's own legal footer and logo, and a tidier two-column header and footer. Text-message greetings are also drawn from the individual clinic rather than a single global setting.
During a recorded consultation the AI notes and patient letter are queued while transcription finishes, and audio is now captured right to the very end so the tail of the dictation is never lost.
The patient portal now shows photos more reliably, and a new video consultation option is available for clinics that choose to switch it on.
A rebuilt bookkeeping workspace that imports Tide bank statements and reconciles them against Stripe payouts and Xero, with click-to-cross-reference between tabs, one-tap creation of invoices and bills, tenant-specific reconciliation rules, a new Patient Loans (Chrysalis finance) tab, cash-payment recording, and a mobile-friendly layout. A separate Gold Savings tracker was added for logging gold purchases and sales.
A new Forecast tab projects revenue per practitioner with a fan chart of past actuals and future range, adjustable what-if assumptions, and business-driver breakdowns, alongside an AI-written Financial Intelligence report. New Profit & Loss and Balance Sheet views arrived with plain-English ratios, and charts across the analytics area now render more clearly and consistently.
Consultation recordings now transcribe live as you speak, with more reliable capture of the final audio chunk and automatic catch-up when a tab loses focus. Patient AI summaries are fresher and more accurate, and the Serendipity clinical query tool gained a faster three-tier pipeline with richer clinical context.
A new Workforce compliance dashboard, per-staff compliance and communications logs on staff profiles, and the ability to exempt individual staff from specific document requirements. Incidents now progress through investigate, complete and close steps, and recurring checklists and audits gained a proper Start Check flow.
Content Studio was rebuilt from a five-step wizard into a single-view editor, with independent source panels, the ability to pull in content from a web link, clipboard or drag-and-drop, and a canvas-to-content bridge for turning designs into posts.
Reception can now invite happy patients to leave reviews from a dedicated page, with email tracking, per-user signatures and clear prompts for who's already been asked. A sentiment dashboard shows happiness distribution and monthly trends, with click-to-reveal patient lists and a recalibrated scoring that no longer penalises routine post-op findings.
The automation engine can now create CRM leads and booking requests and add patients inline, and sends surgery balance reminders. It also makes less noise overall, and no longer auto-creates patients from Instagram messages.
A new Monthly Planner heatmap view, other surgeons' sessions now visible on the calendar, double-booking prevention, and Surgeon Letters added to the quick-search menu.
Aria now recognises when a caller asks to speak to a person, alerts reception when it has promised a callback, and can talk knowledgeably about finance options and the patient portal. Phone numbers in enquiry timelines are now clickable to dial.
Finance-role staff now see patient names anonymised on quotes and lists, menu items hide automatically based on each user's permissions, and a surgeon-portal login fault that could mix up sessions between staff was fixed.
Patients can now cancel appointments from the portal, invoice viewing and downloading can be switched off per clinic, and the outstanding-balance display updates correctly after a cash payment. Quotes can also show finance options with the required disclosure for Chrysalis finance clinics.
Signed consent forms and privacy policies can now be viewed, and an 'Awaiting Signature' section with resend links appears on the patient documents tab. New patient leaflets were added, including a factual Brow Lift leaflet with pros and cons for each technique, the PERLE 10-Year Study consent form, and a 'How I Do a Facelift' education article.
A new stock-transfer function and location browser for moving items between sites, plus fixes to editing the implant catalogue.
A major expansion of the quality and compliance tools: build-your-own checklists and audit templates, automatic audit scheduling with reminders and sign-offs, a fully editable risk register with version history and mitigation tracking, organisational teams for grouping staff, and much easier editing of compliance documents with proper approval status.
Card payments and refunds now flow straight into your Xero accounts automatically, including matching bank payouts back to invoices, automated deferred-income accounting, and hands-free processing of finance-company remittance emails. Refunds can now be issued directly from a transaction, and a new 'deposits awaiting treatment' list helps you keep track of money being held.
A brand-new regulatory reporting centre that generates BAAPS Annual Audit and ISAPS survey reports as polished PDFs, with automatic procedure counting, complications tracking, and breakdowns by gender and practitioner across a clean three-tab layout.
Lots of diary upgrades: theatre sessions built from reusable templates with configurable start times, sticky notes on empty days, a live 'now' line across the day, richer appointment tooltips (implants, anaesthetic, quote), a new Visual Appearance page to choose your own calendar colours, a mobile-friendly Weekly Planner, protection for blocked-out slots, and your Google Calendar shown alongside the diary.
Improved 3D face models built from patient photos, including an additional way to reconstruct them from ordinary photos and a dedicated rhinoplasty (nose) model. Models now display the right way up with smoother, seam-free skin texture.
New AI 'likelihood to convert' scoring on surgery-pipeline leads, shown right on the pipeline cards, plus a CRM Settings page for configuring your own stages, no card limits on columns, and leads that automatically move to 'won' once surgery is completed.
You can now play back recorded consultations directly in the workspace with a proper audio player and skip-back/forward controls, and transcription is far more reliable thanks to an automatic fallback when the usual service is unavailable.
Online booking now asks patients to confirm their city/location to prevent wrong-city bookings, shows the location (Glasgow/London) throughout the flow, and every appointment now records how and by whom it was booked.
Better patient photo tools: select and download photos as a single ZIP, upload videos to a patient's record, share case-study images through secure links, and photos taken on phones now keep their correct orientation.
A new Clinical Notes tab on the patient record with neatly formatted notes, plus fixes so letters no longer get stuck and can be approved by any authorised staff member.
Stock imports are smarter, automatically matching spreadsheet columns and reading product labels for you, with a progress indicator during upload and new package-cost fields on products and suppliers.
Reception staff can now take over a live AI-answered call and receive an SMS alert when the AI is on a call, and the AI receptionist can book real appointments while respecting any blocked-out diary slots.
Clearer prompts guiding patients into the portal from key emails, working consent and patient-information-leaflet signing inside the portal, and removal of the 30-day expiry on signing links.
Behind-the-scenes reliability boosts: the assistant now keeps itself on the latest AI models automatically, automated notifications only reach the correct clinic, and attachments on incoming emails are captured and shown.
A completely new 3D scanning suite: capture a patient's face or body from your phone (guided QR-code flow, iPhone LiDAR, or an uploaded video) and turn it into a rotatable 3D model. Includes an interactive viewer with preset angles, lighting and image adjustments, plus a side-by-side before/after comparison tool.
A powerful photo comparison lightbox with side-by-side, slider and timeline views, precise zoom and pan, and smooth before/after 'morph' videos. Adds a searchable All-Photos gallery, consistent face-aligned auto-cropping, branded photo exports, iPhone (HEIC) support, and direct import of photos from RXPhoto.
A new automation builder that carries out actions for you automatically — send an email, create a task, or post a notification — whenever something happens in the clinic, such as a new booking, a payment, a new patient, or a social-media message. Comes with 17 ready-made automations.
Full VAT handling across quotes, invoices, payment links and the patient portal, plus tracking of facility fees and anaesthetist fees that sync straight into Xero bookkeeping. Invoices now use tidy sequential numbers, receipts are created automatically when a patient pays, and you can upload a supplier invoice and have it read for you.
A new theatre command centre showing today's cases and utilisation, a surgeon booking portal with secure one-tap links and per-surgeon rules, digital Surgeon Preference Lists, iPad-friendly WHO safety checklists that save as you go, and an automatic surgical pathway summary produced when a patient is discharged.
Features now unlock according to your plan (Solo, Pro, Business, Enterprise), with clear 'locked' tiles and friendly upsell prompts instead of dead ends. A redesigned Account Settings screen puts your subscription front and centre, and clinics can opt in to try selected beta features early.
Your Google Calendar can now sit alongside the clinic diary as its own column, double-bookings are blocked across every booking route, and you can change an appointment's type straight from the calendar. Loading is faster and the booking form opens as a tidy pop-up.
A new Organisation Settings area and a Document & Email Branding page let you control headers, footers and logos for each type of document. Clinic names, practitioner titles and web links now adapt automatically to each clinic rather than being fixed to one.
A new Equipment & Governance module for tracking and booking equipment, CQC evidence-pack generation, a self-service compliance area reachable by secure link, a Fileshare portal for uploads, and bulk import of policy documents.
Add and edit stock products faster by scanning a barcode or tapping 'Read Label' to have the details filled in for you, plus a dedicated label scanner for injectable products. Supplier records, purchase orders and stock classification were all tidied up.
A new voice-activated assistant the surgeon can phone to look up patients and clinic information hands-free, a mobile-friendly phone hub, and a lightweight clinic email app ('Vmail') built for phone use. The AI phone assistant now emails patients their booking link.
Messages arriving as social-media direct messages now flow into the CRM automatically, leads are marked 'won' when an appointment is booked, and the pipeline board shows accurate counts. A new overdue-activities tile keeps follow-ups from slipping.
Analytics Central gains a Staff Efficiency view and an end-of-month financial audit, with new headline figures for new appointments and enquiries and a clinic-wide month selector to compare periods.
Patients can now sign consent forms by scanning a QR code with no fiddly page navigation, and 'Show on Screen' works properly on iPad. Signing links were fixed so they always open on the correct clinic.
Patients can book appointments directly inside the portal, see auto-generated receipts, view VAT-aware pricing, and see the correct 'paid in full' status even when they have paid by bank transfer.
Consultation notes and patient letters now retry themselves automatically until they succeed rather than quietly failing, long consultations transcribe reliably, AI summaries are more accurate, and the consultation workspace gains a wide-view mode for drawing diagrams.
A new system that automatically invites patients to leave reviews, a Review Sites section in the menu, and several new patient-education articles on breast surgery.
A brand-new stock-control system covering product and supplier catalogues, purchase orders and goods-in receipting, batch and expiry tracking, phone-based barcode scanning, stock takes and cycle counts, quarantine holds and product recalls, and spreadsheet import/export with reporting.
New theatre operations tools: book theatre cases (including for visiting surgeons), a live status board with card and timeline views, drag-and-drop tracking of each patient through admission, surgery and recovery, WHO safety checklists, printable patient wristbands, an automatic surgical-pathway summary at discharge, and theatre staffing rotas.
A full quality-management system with incident reporting, a risk register, staff training and competency records, complaints and corrective-action tracking, controlled-document version control with approvals, and staff compliance monitoring with self-service sign-off for practitioners.
A new bookkeeping dashboard that syncs payments to Xero across multiple locations and organisations, with manual bank-transfer entry, deferred-income and unpaid-deposit tracking, card-fee recording, and an anaesthetist-fee approval-and-payment flow.
Analysis Central, a single place for practice analytics across acquisition, clinical, financial and strategic views with executive summaries, plus the ability to ask questions of your data in plain English, save those questions, and build your own custom views.
A built-in staff messaging tool to replace outside chat apps, with direct messages, group channels, patient-specific discussion threads, @mentions, real-time alerts, file and photo attachments, and a rich-text composer.
Consultation recording is far more reliable, saving automatically every 30 seconds with an offline backup and recovery of interrupted recordings; a new Meetings tool also records, transcribes and AI-summarises team meetings and lets you ask follow-up questions about them.
A dedicated coding tool for ICD-10, OPCS-4 and ICD-11 that suggests the right codes straight from the consultation notes, handles multiple procedures, and shows the agreed codes on the patient record.
Content Studio for creating social-media posts from branded canvas templates and a tagged image library, with suggested content drawn from consented before-and-after photos, plus Google account connection with a campaign builder and Instagram link-in-bio pages.
New clinics can now sign themselves up, choosing a plan tier, applying a promo code and accepting terms, then follow a step-by-step setup wizard while their account, welcome email and branded login page are created automatically.
A rebuilt proposal editor that saves without losing your place, lets you create a quote in one click from the consultation, choose implants inline, and safely archive quotes you no longer need.
Lots of diary upgrades including a Potential Surgeries panel, all-day session markers, block-time and break-time controls, an appointment end-time override, video-consultation bookings, linking a quote to an appointment, and smoother swipe navigation on tablets.
The patient portal gained a post-op garments shopping tab, a clearer finance tab showing balances and bank-transfer details, a pre-consultation intake with a full CRQ questionnaire (and MHQ now held per patient), and the ability to accept or archive surgical proposals, pick a surgery date and upload photos.
New staff tools including employment-contract templates with counter-signing, finer control over who can see which patients and diaries, editable per-person permissions, role creation and editing, and a smoother invite flow that sets up user accounts automatically.
More routine work now happens for you: AI suggests enquiry follow-up actions from patient emails, nightly patient summaries and consultation-sentiment scoring, automatic import of hospital appointment emails, aftercare leaflet emails after appointments, and a tool for merging duplicate patient records.
A new iPad kiosk for signing any document in person at the clinic, a medical-photography consent form, interactive tick-boxes and initials on consent forms, and email signing links for patients.
Aria, the phone receptionist, holds conversations more naturally, takes turns better and can send booking links, while longer calls are scored for sentiment and the Phone Hub now offers call playback, transcripts and summaries.
Better clinical imaging: capture photos and video from a phone by scanning a QR code, pull and background-remove frames from a video, and star-rate photos to flag standout before-and-afters.
A dark theme was rolled out across the whole app, together with many mobile and iPad layout fixes so pages read and work well on smaller screens.
Velastria in its current form was born on 13 December 2025 — though it had already seen its first clinic five days earlier, on 8 December 2025. Before that birthday it carried a working name that couldn't be kept for the long term for copyright reasons, and an early build was already running in a test clinic that day, in parallel with other EPR systems.
The platform was born around a single clinical loop: a secure database holding each patient's details, the live recording and transcription of consultations, and AI-drafted medical notes and letters written from that transcript. It began as an early build — roughly a fifth of today's size — but was already capturing and AI-transcribing real patient consultations from day one.
The first patient self-booking system with an embeddable booking wizard, live slot availability, deposit payments, and automatic confirmation emails and calendar invites.
A new AI voice receptionist that answers calls in a British accent, greets recognised callers by name, and saves a recording, transcript, and summary of every call, with a browser softphone so staff can make and take calls too.
An initial clinic diary with drag-and-drop rescheduling, right-click actions, adjustable session timings, and quick appointment editing.
The first patient photo library with easy capture (including phone-based QR upload), iPhone photo support, automatic tagging of body region and view, and a lightbox for side-by-side before-and-after comparison.
An initial enquiry-management pipeline with a drag-and-drop board, patient proposals, and ready-made email templates that guide a lead from first contact through to surgery.
The first patient login area where patients can view their photos, documents, and forms, choose a surgery date, and chat with the Aria assistant.
A new ask-anything tool that answers plain-English questions about the clinic's own data and searches records and images intelligently.
The first Aria web chat assistant that answers pricing and procedure questions and can take bookings, backed by a manageable knowledge base kept in step with the clinic's leaflets and price list.
An initial unified inbox and email and SMS composer with grammar and AI checks, letting staff read and reply to patient messages from one place.
The first medical health questionnaire for patients to complete before appointments, with AI pre-fill from existing records and a tidy PDF for medical and hospital use.
An initial consent-form generator alongside tools for sending patients the right information leaflets and the practice's privacy and terms documents.
The first staff-management centre with healthcare-grade access controls, activity and audit logging, live session tracking, and a built-in recruitment and hiring panel.
An initial finance layer that records booking deposits, raises invoices, connects to Xero for bookkeeping, and works out anaesthetist fees for theatre lists.
New at-a-glance dashboards for owners and managers (CEO, CFO, COO, CTO, and marketing) summarising business, financial, operational, and AI-usage performance.
An initial theatre-coordination workflow with a bookings dashboard, surgery booking packs, patient surgery-date selection, and efficient theatre-list packing.
The first public shoaib.co.uk website (surgery and learn pages, blog articles, search visibility, and an in-app page editor), plus tools that turn consultation transcripts into content and summarise Google advertising performance.
The first workflow automations that quietly handle routine tasks such as appointment confirmations, privacy-policy reminders, and follow-ups on unanswered messages.
It all started on 12 November 2025, with the first formal commit to a version-control repository. Before that, the Clinical Intelligence System had no name at all — it was purely conceptual, a working title coded on a single laptop. From those first days two fellowships took shape, one of consultations and one of phonecalls, and a single ring of code was written to bind them together. A working prototype came within three days; by 18 November the system had chosen its name, Velastria; and by the end of the month it was live on the cloud.
The first patient list and patient record, soon reorganised into a tabbed view that gathered each patient's details in one place.
The first clinic calendar — built, populated and made editable within days — with templated sessions, click-to-book appointments, and a right-click diary menu.
The first surgeon appointment view and booking screen, with appointments created straight from a click on the calendar.
An early treatment-proposal form and a quote system, working well enough to hand a patient a proposal and a price.
Photo upload with thumbnails and workflow routing from the very first day, later backed by secure cloud storage for clinical images.
A telephone system added mid-November, with working phone calls by the 19th — the earliest ancestor of today's AI receptionist, Aria.
The first speech tools — call and consultation transcription, and dictation into consultations — the beginning of the record-and-transcribe loop at Velastria's heart.
A consent system with terms and conditions in place, and card payments (Stripe) added so the clinic could take deposits.
Support for multiple clinics added on 16 November — the foundation that lets Velastria run many practices side by side today.
Gmail and Google Drive connected so patient emails flowed straight in, along with per-patient communication preferences.
Login requirements and access controls put in place to protect patient data from the outset.
A task list and extended calendar tools to keep day-to-day clinic work organised.
On 28 November 2025 the system went live on Amazon's cloud with its own domain and website — its first cloud home, and the moment today's live database can trace itself back to.