This blog is for you if you currently work within the NHS and are considering leaving to become an independent healthcare consultant. You might be a GP practice manager, pharmacist, physio, data analyst, quality improvement specialist, HR director, or finance manager looking to leave the confines of your current role and work on a range of projects as an independent consultant.
The focus of this blog is building the business suite of your consultancy, where I highly recommend nine essential tools and templates every business healthcare consultant needs to work smartly.
1. Meeting Management
- What: A system to record and transcribe meetings.
- Why: To focus on the conversation rather than note-taking, enabling you to send accurate and detailed follow-ups that support future interactions.
- Recommendation: I use and highly recommend Meetgeek, found here: https://meetgeek.cello.so/iVVwoXMnX66, which provides a FREE option. There are many other alternatives worth exploring too.
2. Meeting Scheduler
- What: An automated meeting scheduler.
- Why: To save time and prevent numerous emails from going back and forth.
- Recommendation: Calendly (found here https://bit.ly/40iDoAd). It’s easy to use and allows you to set up multiple types of meetings. If you have Microsoft Teams, there is also a function which allows you to schedule meetings using this app.
- Top Tip: In the meeting details, remind the attendee of who you are, what you do and how you were initially connected.
3. Contract Management
- What: Create a standard contract template.
- Why: Protect your business and set clear expectations
- Getting Started: You can start with a basic contract template that includes:
➡️ Clear scope of work
➡️ Payment terms and schedule
➡️ Project timeline and deliverables
➡️ Confidentiality clauses
➡️ Termination conditions
- Top Tip: Keep your language clear and straightforward. Update your template based on lessons learned from each project.
4. Professional Email
- What: A business email address.
- Why: Build credibility and maintain professionalism.
- Best Practice: Use your business domain name (name@yourbusiness.com).
- Top Tip: Learn how to create a free business email address in 5 minutes here: https://bit.ly/4gZ0i58.
5. CRM System
- What: A client relationship management tool.
- Why: To track interactions and maintain contact information.
- Starting Out: A simple spreadsheet will be suffice.
- Scaling Up: Providers like HubSpot and Sales Force provide comprehensive and intuitive. platforms.
- Top Tip: Start today and record.
➡️ Contact details
➡️ Interactions
➡️ Sales
➡️ Services
➡️ Contract information and other key documents
➡️ How they found you
Costs: You can start by using a Google sheet for free.
🎯 This will save you so much time and provide you with really valuable data in the future as your consultancy develops.
6. Financial Management
- What: A professional invoicing system.
- Why: While manual invoicing might work when you’re just starting, scaling your consultancy often requires a more sophisticated solution.
- Recommendation: Tools like Xero can streamline your financial operations, making it easier to track payments, manage expenses, and maintain professional financial records.
- Costs: At the time of publishing, Xero starts from £1.60 per month: https://bit.ly/XEROBOHC.
7. Business Bank Account
- What: A dedicated business banking account.
- Why: It’s imperative you separate personal and business finances and maintain professional financial records, and simplify tax reporting.
- Recommendation: Most major banks offer business accounts.
- Costs: Many digital banks offer free business accounts, while traditional banks might charge monthly fees.
8. Professional Accountant
- What: A qualified accountant specialising in small businesses/consultancies.
- Why: To ensure tax compliance, maximise deductions, and receive strategic financial advice.
- Recommendation: Look for accountants with:
➡️ Experience with healthcare consultancies
➡️ Chartered status (ACA, ACCA, or CIMA qualified)
➡️ Understanding of IR35 regulations
➡️ Proactive tax planning approach
- Top Tip: Schedule quarterly reviews with your accountant to stay on top of your finances and tax planning, or, at the very least, have monthly money meetings with yourself.
(💡 I have just given myself an idea for another blog! Stay tuned!)
9. Marketing and Communication Tools
- What: System to manage email lists and communication.
- Why: To easily capture email addresses, segment your audience and track communication performance.
- Recommendation: MailChimp: https://bit.ly/40jBcIH
- Scaling Up: Most CRM systems include this functionality.
- Cost: MailChimp is FREE for up to 500 contacts.
Final Thoughts
The goal isn’t to have the most tools but to have the right tools that make your consulting practice more efficient and professional.
