Diarybook in the HSE

Built alongside the HSE.
Trusted across it.

Diarybook has been operating inside the Irish Health Service Executive since 2008. What started as a preferred supplier for a single hospital group has grown — through use, not sales — into a platform managing appointments for over 2,500 HSE staff across Ireland.

2,500+
HSE staff currently managing appointments through Diarybook
Since 2008
Continuous operation within HSE hospitals and primary care services
15+ years
Of iterating the platform around the real complexity of HSE clinical environments
The relationship

Grown through use, not procurement.

Diarybook wasn't designed for healthcare in the abstract and then sold to the HSE. It was shaped by years of working inside HSE clinical environments — adapting to the realities of multi-department services, shared resources, complex patient populations, and the administrative demands of a large public health system.

That history matters. A platform that has operated at HSE scale — across hospitals, primary care centres, and specialist services — for more than 15 years carries a different kind of credibility than one that hasn't. The edge cases have already been encountered. The integrations have already been built. The workflows are already understood.

Every HSE service that adopts Diarybook benefits from that accumulated knowledge — without having to be the organisation that funded it.

1998
DiaryBook Limited founded
Trading as Iflow, the company begins providing messaging and data processing services to the healthcare and education sectors in Ireland.
2006
Diarybook portal created
The platform is built specifically to manage appointments and send automated SMS reminders — the core capability that remains at the heart of the service today.
2008
Chosen as preferred HSE supplier
Cavan General Hospital selects Diarybook as the preferred supplier for appointment reminder SMS across the Cavan/Monaghan and Louth/Meath hospital groups — the beginning of the HSE relationship.
2011
Deep clinical integration
A collaborative development with Brú Chaoimhín, Cork Street reshapes the platform for multi-user, multi-department HSE clinic environments — establishing the architecture still in use today.
Now
Over 2,500 HSE staff
Diarybook manages appointments across HSE hospitals and primary care centres throughout Ireland, alongside private hospitals and practices in Ireland and the UK.
How it works in the HSE

Two modes. One platform. Whichever your service needs.

HSE services use Diarybook in two distinct ways, depending on whether they have existing patient management software. Both are in live use across the system.

Integration mode

Alongside your existing system

For hospitals running IPMS or other patient information management software, Diarybook connects directly — reading appointment data and sending reminders automatically, without any change to existing clinical workflows.

  • Reads appointment data from your existing system automatically
  • Sends SMS, email, voice, and letter reminders without manual input
  • Patient confirmations and cancellations captured and returned to your team
  • No disruption to clinical or administrative workflows
  • No IT installation required — secured browser-based access
  • Per-user and site-level reporting on DNA rates and reminder performance
Full portal mode

As a complete scheduling system

For services with no existing scheduling software, Diarybook provides a full appointment management portal — designed for the real complexity of HSE clinical environments, including multi-user access, departmental structure, and resource management.

  • Complete client and appointment management
  • Multi-user, multi-department access with configurable permissions
  • Prevents double-booking; manages rooms and shared resources
  • Waiting room capacity management
  • Time management — training days, annual leave, unavailable periods
  • Full patient correspondence and attendance history
  • Multi-channel reminders built in as standard

IPMS integration — already in use across HSE hospitals

The Diarybook Synchronisation Service (DBSS) provides direct integration with IPMS, the HSE's primary patient information management system. Appointment data flows automatically from IPMS into Diarybook's reminder engine — no duplicate data entry, no change to how clinical teams book appointments. The reminders happen in the background.

For HSE teams

Getting your service set up.

HSE services can register directly through the Diarybook platform — no lengthy procurement process for standard accounts. Registration is handled through a dedicated HSE registration page, separate from the main platform sign-up.

For services using IPMS, setup involves configuring the Diarybook Synchronisation Service alongside your existing system. This is handled with Diarybook support — no IT resources or software installation are required on your side.

HSE accounts are billed through annual message bundles rather than monthly variable invoicing — reducing administrative overhead for both sides and making costs predictable from the start of each year.

All accounts include free email and telephone support, and service enhancements at no additional charge.

1
Register your HSE account
Use the dedicated HSE registration page to set up your account. Separate from the standard sign-up — tailored to HSE procurement and billing requirements.
Go to HSE registration
2
Choose your subscription and message bundle
Select a subscription tier for your user count, then a Light or Medium message bundle based on your expected annual volume. Full pricing is below.
View HSE pricing
3
Configure and go live
For IPMS users, Diarybook support will configure the synchronisation service. For portal users, setup takes minutes. No software installation. No IT department required.
Read the documentation
4
Questions first?
If you'd prefer to speak with someone before registering — about integration, procurement, or how other HSE services use the platform — get in touch directly.
Get in touch
HSE pricing

Two components. One annual invoice.

HSE accounts are billed on two levels: a fixed annual subscription based on your user count, and an annual message bundle covering SMS reminders and letters. Combining both into a single yearly charge removes monthly variable invoicing and makes budget planning straightforward.

Subscription tiers

Choose the tier that matches your team size. All tiers include the full platform — scheduling, reminders, all message channels, and reporting.

Bronze
Up to 5 users
per year, ex. VAT
  • 20 free SMS reminders / month
  • SMS, email, voice & letter
  • Scheduling portal
  • Automated reminders
  • Email & phone support
Silver
Up to 10 users
per year, ex. VAT
  • 50 free SMS reminders / month
  • SMS, email, voice & letter
  • Scheduling portal
  • Automated reminders
  • Email & phone support
Gold
Up to 50 users
per year, ex. VAT
  • 100 free SMS reminders / month
  • SMS, email, voice & letter
  • Scheduling portal
  • Automated reminders
  • Per-user & site reporting
  • Email & phone support
Platinum
Up to 250 users
per year, ex. VAT
  • 250 free SMS reminders / month
  • SMS, email, voice & letter
  • Scheduling portal
  • Automated reminders
  • Per-user & site reporting
  • Email & phone support

Annual message bundles

Rather than billing monthly for variable message usage, HSE accounts purchase an annual bundle. Bundles cover SMS reminder parts and letter pages. Choose based on your service's expected annual volume — Diarybook will help you estimate if you're unsure.

Light Bundle
1,000 reminders per year
per year, ex. VAT

Suited to smaller services and lower-volume clinics. Covers SMS message parts and letter pages sent as appointment reminders.

Covers approximately 80–85 reminder messages per month depending on message length.
Medium Bundle
5,000 reminders per year
per year, ex. VAT

For higher-volume departments and services. A single medium bundle covers a busy clinic's full year of automated reminders.

Covers approximately 415 reminder messages per month depending on message length.

Combined Pricing

Adding the cost of your tier with your bundle

Bronze
Light
per year, ex. VAT
Medium
per year, ex. VAT
Silver
Light
per year, ex. VAT
Medium
per year, ex. VAT
Gold
Light
per year, ex. VAT
Medium>
per year, ex. VAT
Platinum
Light
per year, ex. VAT
Medium
per year, ex. VAT
Example annual cost

A HSE service with 12 users and moderate reminder volume — Gold subscription plus one Medium bundle — would pay a single annual invoice covering the full year. No monthly billing. No variable charges to track.

Bundle fair usage policy

How message bundles work.

HSE message bundles are designed to simplify billing — replacing monthly variable invoicing with a single annual charge. The fair usage policy sets out how bundles are intended to be used.

Appointment reminders only. Bundle usage is expected to relate to appointment reminders. Use of the bundle for other message types may be considered a breach of fair usage.
Volume limits apply. If messaging volume consistently exceeds the stated bundle limit, the account may be moved to a higher-capacity bundle. Diarybook will proactively contact you before any change is made.
No rollover. Unused bundle capacity is non-refundable at the end of the bundle term. Diarybook will help you estimate the right bundle size at the start of each year.
No surprises. Diarybook will always contact you before suspending or terminating a service for non-compliance. The goal is to find the right bundle, not to penalise usage.

Questions about your bundle or fair usage policy? Contact support@diarybook.com or write to Customer Services, DiaryBook Limited, Ground Floor, 71 Lower Baggot Street, Dublin 2, D02 P593.

Looking at the NHS?

The same problem. A proven platform.

The challenges facing the NHS — missed appointments, waiting list pressure, administrative burden — are structurally identical to those Diarybook has been solving in the HSE for over 15 years. The scale is larger. The dynamics are the same.

Diarybook is actively expanding into NHS settings, bringing a platform that has been shaped by real public health system complexity — not retrofitted to it. If you're exploring options for an NHS trust or integrated care system, we'd welcome the conversation.

Talk to us about NHS deployment
8m
Missed NHS outpatient appointments in 2023–24
£1.2bn
Annual cost of missed appointments to the NHS
30%
DNA reduction achievable with optimised reminders
£165
Cost to the NHS of each missed appointment
Company
DiaryBook Limited
Registration
Registered in Ireland #296090
Trading names
Iflow, DiaryBook
Trading since
1998
Address
Ground Floor, 71 Lower Baggot Street, Dublin 2, D02 P593
Certification
ISO 9001:2015 · Paragon Assurance · #Q1032RI