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Spreadsheet services for GPs

  • Reduced admin time
  • Improved experience
  • No new software
  • Reduced admin time
  • Improved experience
  • No new software

Two focused services for GP surgeries and individual GPs: from practice-wide systems to one-to-one Excel support

Who is it for?

This is for you if:

  • You use Excel for rotas, admin and finances
  • Admin works eats into clinical time
  • You want to improve your efficiency without having to introduce new software
  • You want a user-friendly experience
  • You want a custom-made system specific for your needs - without breaking the bank

Not ideal if:

  • You are looking for a full practice management system
  • You want an off-the-shelf SaaS tool

Services

Spreadsheets for GP surgeries

Custom Excel systems for rota planning, capacity tracking and internal admin workflows in GP surgeries

  • Custom spreadsheets designed around your workflow

  • Clear, user-friendly layout

  • Visual alerts and handy summaries

  • Timesaving automations that improve reliability

  • Streamlined systems to save you headaches and cut down on admin time
How this service works
If your surgery uses Excel for administrative tasks and finds that processes are time-consuming or inefficient, I can help streamline them: clever automations, as well as strategic changes to structure and layout will make admin feel like a breeze.

Here’s how it works:

  • You book a no-obligation initial discussion.

  • I conduct a detailed needs assessment.

  • We agree on data protection measures.

  • I send you a fixed price quote, detailing the scope of the project.

  • I build the spreadsheet, checking in with you at key points in the process to make sure you are 100% happy with the result.

  • Once ready, I will do a detailed walkthrough and/or hands-on-training to staff who will be using the spreadsheet (depending on needs).

  • A detailed user manual is included.

  • I provide ongoing support as detailed in the quote.

Pricing

From £1,000* (depending on complexity of the project)

*Fixed price after needs assessment

I want to find out more

Tax return ready without the hassle

A focused one-to-one session for GPs to organise multiple sources of income in a clear, reusable Excel system

This session will:

  • Leave you with a clear, easy-to-use spreadsheet that will save you hours (or even days!) every year

  • Empower you with the skills you need to update it if needed

  • Provide you with a handy manual for future reference
How this service works
If you currently spend a significant amount of time each year compiling information from payslips and other records, I can help you set up a spreadsheet that reduces manual work and is easier to maintain.

During the session (in person or online), we will:

  • Build or refine a spreadsheet tailored to your situation

  • Use formulas to minimise manual data entry

  • Improve layout and formatting so information is easy to read and review

I will also teach you formulas and processes as we go along so you can use those skills in the future. After the session, I will provide a short written summary of the steps used for reference.

The aim is to leave you with both a practical tool and the confidence to update it yourself if needed. Alternatively, I can do all the work myself if you’d rather not do the learning.

All work is done on your computer – no sensitive information is stored on mine.

Pricing

£125 for the 75-minute session (in person or online)

Includes a written summary of the key steps for future reference.

I'm interested

Testimonials

Sarolta transformed our complex rota spreadsheet into an intuitive, time-saving tool under a tight deadline. She immediately grasped our needs, creating a system that highlights staffing gaps and ensures fair task allocation.

Her approachability and responsiveness to our requests for amendments made the entire process seamless. The work that she has done for us has meant a huge amount of complex administrative work every week has been saved.

We highly recommend her, and we will be using her services again.
Dr Nisha PatelGP Partner and Trainer, London
As a GP with a portfolio career (multiple roles), my income streams are various (employed/self employed) and pension and tax complicated. Although I have an accountant I still spend days each year preparing my tax return information, painstakingly manually entering payslip info on an Excel spreadsheet.

I spent just over an hour with Sarolta looking through my spreadsheet and she helped me to write in formulas and link pages and now I have a tax return information spreadsheet template that I can use every year!! She even coached me to the skills to update it if things change.

Fabulous return-just over an hour with Sarolta is going to save days of my life in the future!
Dr Lesley PerkinsGP, London

Case study

Below is an example of how a GP surgery’s rather complex rota planning process was simplified. The focus was on clarity, consistency and reducing manual work.

(Initials have been changed for privacy reasons.)

Highlights

  • User friendly, intuitive design

  • Timesaving automations

  • Colour coding that helps easy assignment of key roles

  • Errors in the rota get highlighted to ensure all necessary roles are covered

  • Useful statistics for planning and monitoring

  • Handy built-in manual so there’s no need to refer to a separate document for instructions

Summary sheet

  1. Useful statistics for planning and monitoring

  2. Colour coded summaries to make it easy to track fair allocation of key roles

  3. List of staff and list of tasks (both with their corresponding appointment numbers) that feeds into the dropdown menu on the rota sheet – can be edited at any time

  4. All dates across the spreadsheet are automatically filled in after entering the first Monday of the month

  5. Built-in manual

Week sheets

Weekly rota automatically gets copied from the template sheet. It can be overwritten if needed.

  1. Automatic colour coding highlights when people are away, or when the number of appointments needs to be manually amended because of a meeting

  2. Recurring monthly events (e.g. Health visitor clinic) are automatically inserted and highlighted until they’ve been assigned to a GP

  3. Capacity is monitored in real time against demand, to ensure there’s no deficit

  4. Shift swaps are easy to manage with automatic highlights

  5. Added space for notes (e.g. Locum needed)

  6. Built-in manual

Template sheet

This is the central rota template that gets copied to all the week sheets.

  1. Has a distinct background colour to avoid accidental mix-up with week sheets

  2. Dropdown menu for quick and error-free data entry

  3. Appointment numbers are automatically calculated based on the information in the Summary sheet

  4. Capacity is monitored in real time against demand, to ensure there’s no deficit

FAQ

Yes – subject to other commitments, of course. When I created the rota spreadsheet in the case study above, the person in charge of the rota was at their wits’ end. I got the job done in just 7 (very long!) days. I will always try to accommodate you if you have an urgent request – however, it’s generally a better idea to allow for more time. While I delivered the project above in just 7 days, I did make amendments later on to improve it – some ideas need time to brew.

I specialise in user-friendly spreadsheets for all levels. Sheets and formulas will be protected to prevent accidents. I will provide a manual and (whenever possible) instructions built into the spreadsheet itself so they are always within view. I will do a thorough walkthrough and hands-on training (if needed) so you’ll have a good understanding of how it all works. I’m also just a phone call away if you ever need help!

I fully comply with GDPR regulations – you can have a look at my Privacy Policy below. We can also discuss further measures if needed before agreeing on a project.

Absolutely! Get in touch so we can discuss your needs in detail. You can also check out my Services page for more information.