Fifteen years of clinical workflow, translated into screens your team will
actually use. This page is the full anatomy of the system — feature by feature,
screen by screen.
PRS is organised around one idea: every patient has a story, and no part of
that story should be lost to a forgotten spreadsheet, a paper diary or a
departing clinician. What follows is how the software makes that idea real.
Live Dashboard & Pipelines
The moment you sign in, the dashboard tells you what needs your attention today.
Overview: patients due today, overdue, pipelines-at-a-glance, staff reminders, service alerts, document compliance.
Due Recalls: every recall grouped by due-today, due-this-week and overdue — one click from action.
Service Pipeline: every hearing aid moving through repair, service or replacement.
Hearing Test Pipeline: every scheduled and outstanding assessment, from first booking to final report.
Additional Recalls Pipeline: your custom recall reasons — wax removal, annual checks, medico-legal follow-ups — in the same view.
Ad-hoc Services: warranty and out-of-warranty services stay visible until every one is closed.
Staff Reminders: pending returns, callbacks and quotes assigned to the right team member.
Service Alerts: warranty-expiry warnings, medical-aid-cycle changes, contract typo checks — flagged before they become a phone call from an angry patient.
Patient Database — One Source of Truth
Every patient your practice has ever touched, in one searchable, filterable, exportable database.
Full-text search on name, file number, ID number, contact details.
Sort and filter on any column; export to Excel or print in one click.
By Patient Group: segment paediatric, adult, medico-legal, corporate or any custom cohort — and act on the group as a whole.
By Referral Source: see exactly which referrer sends what — and what happens after they arrive.
Patient Profile — Consolidated Care
Open any patient and every piece of their care sits on one page.
Personal, medical-aid and demographic details.
Hearing aids fitted: make, model, serial, fitting date, warranty end, medical-aid replacement cycle — auto-populated from the contract PDF.
Every hearing test, recall, note and message ever sent — on one chronological timeline.
Documents attached (consent forms, contracts, audiograms, quotes) with instant download.
Activity log covering both patient events and internal actions — nothing invisible, nothing lost.
Recalls — Never Miss a Follow-up
The heart of the system. Recalls in PRS are engineered, not typed.
Automatic annual recalls generated the moment a test is captured.
Cascade recalls: a new hearing test automatically re-times downstream reminders.
Warranty-driven service recalls that appear on the pipeline the day they become relevant.
Medical-aid-cycle-aware new-hearing-aid recalls, respecting each scheme's replacement period.
Custom recall reasons for anything not covered by defaults — you name it, PRS pipelines it.
Early-completion window: mark a recall done up to a configurable window before due-date without breaking the schedule.
Cancelled and missed-reason tracking so you learn why patients drop off, not just that they did.
Messages, Templates & Communication
Personalised messages that read as if the clinician typed them, without the clinician typing them.
Message templates with placeholders for patient name, aid make, warranty date, practice name and dozens more.
Preview the fully rendered message before it leaves your hands.
One-click copy to WhatsApp, SMS, email or a printable letter.
Nothing sends automatically — the last click is always yours, so no compliance surprises.
Full sent-messages log per patient and practice-wide.
Contact book for referrers, medical aids, suppliers and anyone else your practice speaks to.
Reminders — Team & Practice
Staff Reminders: pending returns, callbacks and quotes — assigned, due-dated and tracked to completion.
General Reminders: practice tasks not tied to a single patient — training days, orders, renewals.
Reminder cascade rules: complete one, generate the next, on your schedule.
Priority and status tags surface urgent items ahead of routine ones.
Inventory
Demo aids: which unit is booked out to which patient, when it is due back, and what condition it came home in.
Consumables tracking: domes, wax guards, batteries — stock visible before you run out mid-fitting.
Second aids due for return, with reminder integration.
Full returned-history log so nothing is ever unaccounted for.
Finance
Finance in PRS is not an accounting suite — it is a practice-management lens on the money.
Financial Overview: revenue, outstanding accounts and cash flow at a glance.
Monthly Overview: month-by-month trend line, with drill-down.
Patient ledgers: every invoice and payment against every patient.
Outstanding accounts and aged-debtors reports.
Revenue by Referral Source: prove — in numbers — which referrers drive the business.
Revenue by Transaction Type: see what services actually pay the rent.
Bills, income and transaction reports for accounting exports.
Import Balances: onboard from your previous system without losing history.
Reports
Every report you need to run the practice, without exporting to Excel first.
Recalls & pipelines: outstanding, upcoming, completed, cancelled and closed; missed reasons; service, test and additional-recall pipelines; recalls due and completions.
