Everything your clinic needs – together in one platform
Staff, working hours, payroll data and quality management in one place. Leave scattered binders and disconnected systems behind – and focus on patient care.
Less administration. More peace of mind at your clinic
Staff schedules in one system, holidays in another and procedures in a binder – with no one quite sure where things stand. It takes time away from your patients.
ClinicDrive brings your administration together in one place, giving the whole team a shared overview. You don’t need to change how you work – your day just gets easier.
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Explore all features here
Employees and core details
Contracts, addenda and agreements are often scattered across binders, folders and emails. Here, each employee has a single profile with their core details, agreements and history – with collective agreement rules built in, so you don’t have to work them out manually.
| Feature | Basic | Flex |
|---|---|---|
| Core details and a complete employee overviewOne profile per employee – making it easy to find and update their details in one place. | ||
| Contracts and agreements – current and upcomingKeep track of all agreements, including upcoming changes, so you’re ready whenever documentation is needed. | ||
| Time tracking for each employeeSimple working time registration that provides reliable payroll data and a clear overview. | ||
| Contracted hours validationDifferences between recorded and contracted hours are flagged, so you don’t have to look for them. | ||
| Role-based accessEach employee only sees what’s relevant to them. | ||
| Built-in collective agreement rulesCollective agreement rules are built in, so you don’t have to calculate allowances or work out employment terms manually. | ||
| External staffYou can also register temporary staff, consultants and partners. | ||
| Multiple employment types (e.g. hourly paid staff)Support for different employment types and pay structures, including hourly pay. | ||
| Overview of sick leave, holidays, time off and time off in lieuOne clear overview that makes planning easier and more transparent. | ||
| Messages at loginImportant messages appear when employees log in and remain available to refer back to. |
Time tracking and approvals
Questions about overtime and missing hours tend to surface at the end of the month. With digital approvals, both managers and employees confirm hours as they go – so misunderstandings are caught before they turn into disputes.
| Feature | Basic | Flex |
|---|---|---|
| Time approvalQuick, documented approval of recorded hours – a more reliable basis for payroll. | ||
| Request approvalHoliday and absence requests are handled digitally and remain available to refer back to. | ||
| Two-way approvalBoth manager and employee confirm – for greater transparency and fewer errors. | ||
| Past approvals archiveEasy access to past approvals whenever questions arise or records need checking. Both employees and administrators can view them. |
Scheduling and absence
Holiday requests, Monday morning sick calls and double-booked treatment rooms can throw an entire week off course. Bring staff schedules, absences and rooms together in one overview, so your clinic never has to plan in the dark.
| Feature | Basic | Flex |
|---|---|---|
| Complete absence overviewHolidays, sick leave, training and other absences in one view. | ||
| Staff schedulingBuild staff schedules that account for rules, skills and staffing needs. | ||
| Staffing suggestionsThe system suggests which employee is a good fit for the task. | ||
| Planning periods that suit your rhythmChoose whether to plan by week, month or quarter. | Add-ons | |
| Flexible work schedulingAccommodate different working hours and patterns across your team. | ||
| Treatment room schedulingAvoid double bookings. Rooms can be renamed and colour-coded. |
Quality management and procedures
Dusty binders and procedures no one can quite locate make inspections stressful. Give routines, procedures and non-conformities a dedicated place and a clear owner – so you are better prepared when the Danish Patient Safety Authority visits.
| Feature | Basic | Flex |
|---|---|---|
| ProceduresCreate, share and maintain your clinic’s procedures digitally – with the latest version always available. | ||
| Routine tasks with a task libraryDaily, weekly, monthly and annual tasks, so nothing falls through the cracks. | ||
| Ad hoc tasksAssign and follow up on tasks outside your regular routines. | ||
| Automatic handover during absencesIf the person responsible is away, the task passes to the next person – with up to three people in the chain. | ||
| One owner for each procedure and taskClear ownership makes it easy to see who carries out the work and documents it. | ||
| Non-conformities and improvement suggestionsRecord errors and ideas directly in the system, so you can learn from them. | ||
| Central document libraryAll your clinic’s documents in one place – version-controlled and easy to find. | ||
| Inspiration and examplesSample documents and tasks, such as workplace risk assessments and procedures, to help you get started. | ||
| Inspection viewShow only the documents relevant to the authorities when they visit. | ||
| Support before inspectionsWe help you check that everything is in place – and are on hand on the day. | ||
| Reminders for outstanding tasksUnfinished tasks are followed up so they don’t get forgotten. |
Payroll data
There’s no need to spend evenings adding up allowances, leave and absences before each payroll run. Your payroll data is reconciled as you go and prepared for processing, making month-end quicker and more reliable.
| Feature | Basic | Flex |
|---|---|---|
| Quick month-end closePayroll data is reconciled as you go, making month-end closing quick and fully documented. | ||
| BalancesAn up-to-date overview of annual leave, overtime and time off in lieu. | ||
| PayslipsEmployees can access their own payslips digitally. | ||
| Prepared for your payroll systemPayroll data is formatted for your payroll system, so you don’t have to enter the same information twice. | ||
| Clinic payroll archiveManagement can view previous payroll runs for the entire clinic. | ||
| Employee payroll archiveEmployees can view their own balances and previous payslips. | ||
| Leave year-end processingHours are carried over at the end of the leave year – with fewer data entry errors and greater transparency. | ||
| File export (CSV)Download payroll data and transfer it to other systems. | ||
| Direct connection (API)Payroll data can be exchanged directly with other systems. | Add-ons |
Statistics and insights
Without the figures, it’s hard to see where time goes and whether working time rules are being followed. Get a clear overview of working hours, absences and attendance – without having to build spreadsheets.
| Feature | Basic | Flex |
|---|---|---|
| Recorded time across the clinicA clinic-wide overview – a solid foundation for planning and budgeting. | ||
| Recorded time per employeeInsight into each employee’s working hours and patterns. | ||
| Absence statisticsAn overview of sick leave and annual leave to help you take action where it matters. | ||
| Attendance statisticsAn overview of attendance across the clinic and for each employee. | ||
| Unsocial hoursTrack work outside normal hours against the collective agreement. | ||
| Average working hours (48-hour rule)Get an overview and documentation of compliance with working time regulations. |
Contacts
Phone numbers for suppliers and partners often end up on just one employee’s phone. Keep all your clinic’s contacts in one place, where everyone can find them.
| Feature | Basic | Flex |
|---|---|---|
| Contact directoryAll your contacts and their details in one place. | ||
| Relationship overviewSee the connections between employees, suppliers and partners. |
Confident onboarding and ongoing support
A new system only helps if the whole team actually uses it. That’s why we guide you through onboarding. And whenever day-to-day challenges arise, our Danish support team is ready to help on +45 7370 2340.
| Feature | Basic | Flex |
|---|---|---|
| Help getting startedWe help with setup and staff training, so you can get started with confidence. | ||
| Guides and videosGuides and training materials let everyone learn the system at their own pace. | ||
| Danish supportHelp by phone and email – from system support to advice on running your clinic. | ||
| In-system helpFind answers to common questions directly in the system, whenever you need them. |
Data security and GDPR
Who has access to what – and what happens to data when an employee leaves? Individual logins, administrator-approved access and established procedures for handling former employees’ data support your GDPR compliance efforts.
| Feature | Basic | Flex |
|---|---|---|
| Individual logins with optional two-factor authenticationEach employee has their own login – and you can add extra security with two-factor authentication. | ||
| Administrator-approved accessThe administrator approves new users, so you control who gets access. | ||
| Revoke access when employees leaveWhen an employee leaves, their access can be revoked immediately. | ||
| Anonymisation of former employees’ data after 5 yearsData is anonymised after 5 years, with the retention period extendable to 10 years in the event of a dispute. |
Access from anywhere
Not everyone spends their day at a computer. ClinicDrive runs in the browser on computers, tablets and phones, so employees can log time and check schedules wherever they are.
| Feature | Basic | Flex |
|---|---|---|
| Runs in your browserNo installation needed – your data is stored securely online, and you always work with the latest version. | ||
| Log in on the clinic’s tabletEmployees can quickly log in on the clinic’s tablet during a busy working day. | ||
| Manage everything from your computerThe administrator can manage everything from their computer, wherever they are. | ||
| On your phoneLog time and absences or check your schedule directly from your phone. |
Multiple clinics (Add-ons)
When you run several clinics, maintaining the same standards across all locations can be a challenge. This add-on gives you a shared overview of all your clinics.
| Feature | Basic | Flex |
|---|---|---|
| Centralised management of multiple clinicsManage and monitor multiple clinics from one place. | Add-ons | |
| Shared month-end closingFinalise payroll data and staff administration across all clinics in one process. | Add-ons | |
| Cross-clinic communicationShare messages and posts between clinics and management. | Add-ons | |
| Roles and access across clinicsSet different permissions for management, clinic managers and staff. | Add-ons | |
| Share best practicesShare proven documents and procedures across clinics. | Add-ons |
Want to see how ClinicDrive would work in your clinic?
Book a no-obligation online demo. We’ll show you what can make the biggest difference to your day-to-day work.
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