Wolsingham Medical Group / BG-Demo – Discovery
Callcompleted
Wolsingham Medical Group · 12 Feb 2024 14:15
Discovery with Deborah Gowland and Norman Lumley. Data sits in separate systems and monthly Excel reporting takes days. Tom Ashdown quoted Growth at £44k a year. Norman called it a significant investment and wants a demo on real data.
What was said
What this says
As at Fri 9 Oct 2026Discovery with Deborah Gowland and Norman Lumley. Data sits in separate systems and monthly Excel reporting takes days. Tom Ashdown quoted Growth at £44k a year. Norman called it a significant investment and wants a demo on real data.
What happened: Tom Ashdown ran a discovery call with Deborah Gowland, Head of Operations, and Norman Lumley, Finance Director, on 12 Feb 2024. Deborah described scattered patient, billing and scheduling data across four clinics.
Customer view: Norman's pain is monthly cash-flow reporting stitched together in Excel. Deborah needs a view of capacity by clinic as the group expands.
Commercial: Tom recommended Growth, quoting £12k implementation and £44k a year, £56k in year one. Norman called that a significant investment and asked about payback, so a value case will matter.
Watch: The patient system is bespoke and Deborah has not yet confirmed its API with the vendor. Next step was a demo on real data and a questionnaire, with a further call to be diarised.
Themes
As at Fri 9 Oct 2026Theme
Unified view, finance reporting
Importance
neutral
Sentiment
positive
Voice
decision-maker
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Tom Ashdown to set up a demo using the customer's real patient and Xero data.
- Tom to send the data questionnaire and diarise a follow-up call.
Risks
As at Fri 9 Oct 2026- Payback is unproven: the Finance Director called the price a significant investment.
- The bespoke patient system's API is unconfirmed until Deborah checks with the vendor.
Opportunities
As at Fri 9 Oct 2026- Growth fits a multi-clinic group that says it is expanding.
- Replacing days of monthly Excel work gives a clear value case for Norman.
Transcript
Tom AshdownHi Deborah, Norman, thanks for picking up. How are you both?
Deborah GowlandGood, thanks Tom.
Norman LumleyYes, well.- Tom AshdownGreat. So Deborah, you reached out, can you tell me a bit about what you're looking to solve for at Wolsingham?
- Deborah GowlandYeah, so we've got four clinics across the North East, GPs, physio, occupational health, and we're expanding. But we've got data living in different systems, and it's hard to get a unified view of where we stand. Patient records are in one system, billing in another, we've got spreadsheets for staff scheduling. It's a bit of a mess.
- Tom AshdownRight. So when you say you can't see a unified view, what's the impact? What are you struggling to do?
- Norman LumleyFrom a finance perspective, I'm trying to forecast cash flow. I need to know revenue by clinic, utilisation rates, outstanding invoices. Right now I'm pulling data from multiple places and stitching it together in Excel every month. It takes days.
- Deborah GowlandAnd operationally, I need to know capacity. If we're growing, I need to see where we have spare capacity, where we're over-booked. And I can't get that picture easily.
- Tom AshdownOkay. So two separate pains, Norman's got a reporting and forecasting problem, and Deborah's got a capacity visibility problem. What systems are you using?
- Deborah GowlandWe have a patient management system, that's bespoke, built for us by a local firm. Billing lives in Xero. We use Google Workspace for email and docs. Staff scheduling is in a spreadsheet we update manually.
- Tom AshdownRight. And the patient system, is it something we can connect to?
- Deborah GowlandI think so. It's got an API, I'd need to check with the vendor. But they're pretty open, so it shouldn't be a problem.
- Tom AshdownThat's good. So what we'd do is connect those systems: patient data, Xero, email if you want, and build a layer that lets you ask questions across all of them. Norman, you could ask something like, 'What was revenue last month by clinic and by service type?' And get that back immediately instead of a three-day Excel job.
- Norman LumleyThat sounds useful. How accurate would it be?
- Tom AshdownAs accurate as your source data. So if your Xero data is clean, and your patient system is up to date, the answer is clean. We're just querying what you've got.
- Deborah GowlandAnd would the team be able to build their own reports?
- Tom AshdownYes. We provide a dashboard builder, no code. You'd be able to build a view of capacity by clinic, by date, whatever you need. And then we'd give you the ability to ask more complex questions if you need them.
- Norman LumleyWhat does something like this cost?
- Tom AshdownSo we have a couple of tiers. There's a Starter for smaller teams, and a Growth tier for multi-team operations like you. For something like Wolsingham, Growth would probably be right: that gives you 40 users, eight system connectors, all the dashboard stuff. It's £12,000 implementation upfront, four weeks, and then £44,000 a year subscription. So year one is £56,000 all in.
- Norman LumleyThat's a significant investment. What's the payback?
- Tom AshdownWell, you said the Excel reporting takes days each month. If that's five days a month, that's a week plus of Norman's time back. And Deborah gets better capacity visibility, which should help with scheduling and recruitment decisions. Depends on what you value that at, but typically our customers see payback in the first year.
- Deborah GowlandOkay. So what would the next step be?
- Tom AshdownI'd like to come back and do a demo, show you what the brain looks like with some medical group data. We can use anonymised sample data or, if you're comfortable, we could work with your actual patient system to show you the real thing.
- Norman LumleyI'd want to see it on real data. That's the only way to know if it actually works for us.
- Tom AshdownThat makes sense. So we'd need access to your patient system and your Xero account to pull some real data through. Is that something you can arrange?
- Deborah GowlandYeah, I can sort that. We have admin access to both.
- Tom AshdownPerfect. So let me set up the demo: we'll pull some of your real data through, and you'll see the brain working on questions that actually matter to you. And we'll have a proper call about it. Does that work?
- Norman LumleyYeah, that's fine.
- Tom AshdownGreat. So I'll send over a questionnaire, it's just so I understand your data structure and what connectors we need. And we'll get another call in the diary for early April. Sound good?
- Deborah GowlandYes, that sounds good.
- Tom AshdownBrilliant. Cheers, both. Speak soon.
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