Healthcare-tuned CRM setup and automation — every enquiry from calls, WhatsApp, forms and ads captured into one pipeline, followed up on schedule, attributed to its source and converted. Most clinics lose 30–50% of enquiries to no-follow-up. Yours won't.
Calls, WhatsApp, website forms, Instagram and ad leads all land in one pipeline automatically — nothing lives in a notebook.
Every lead gets a next action and an owner. Tasks fire automatically; nothing waits on someone remembering.
Each booked treatment traces back to its source channel, so marketing decisions are made on revenue, not impressions.
Most clinics lose a third to half of their enquiries before any doctor is ever seen. This section turns the follow-up gap into numbers and shows why a managed pipeline changes the maths of every rupee you spend on marketing.
Each pillar has an owner, a cadence and a measurable role in converting enquiries to treatments.
Phone calls, WhatsApp chats, website forms, Google Business Profile messages, Instagram DMs and ad-form leads all flow into one pipeline automatically — with call logging for the front desk so even walk-in phone enquiries are captured.
Stages that mirror how patients actually decide: enquiry → consult scheduled → consult done → treatment plan given → booked → treated. Each stage has exit criteria, expected time-in-stage and an owner — so stuck leads surface instead of rotting.
Every lead always has a next action. New enquiry? A contact task fires in minutes. Consult done but no booking? A 48-hour follow-up task lands on the front desk. Treatment plan given? A structured 3-touch sequence begins. Nothing depends on memory.
Leads tagged by treatment interest, source, urgency, language and value band. Segmentation powers everything downstream — recall campaigns, reactivation lists, high-value plan follow-ups — and makes reporting mean something.
Every booked treatment traces back to the channel that produced it — Google Ads, GBP, Instagram, referral, walk-in. Monthly reporting shows cost per booked patient by channel, so you cut what doesn't pay and double what does.
A CRM only works if the front desk actually uses it. We run role-based training, build one-screen daily views for reception, set up mobile access for doctors, and audit usage weekly for the first month — adoption is engineered, not hoped for.
The same framework runs every engagement: audit, build, adoption and monthly operation.
We trace how enquiries flow today — every channel, every handoff, every leak. Then we design your pipeline stages, tags, task rules and attribution model on paper before touching software. Week 1.
CRM configured to the design: channel integrations (forms, WhatsApp, ads, GBP), pipeline stages, automated task rules, dashboards and reports. Historical leads imported and deduplicated. Weeks 2–3.
Role-based training for front desk, doctors and admins. Two weeks of parallel running with daily checks, then the notebook officially retires. Adoption is audited weekly — usage problems get fixed, not tolerated.
Under the care plan we keep automations tuned, fields clean and dashboards honest. Monthly report: enquiries by source, conversion by stage, follow-up compliance and revenue attribution — the numbers that run the clinic.
This is the operational difference between enquiries living in memory and a managed patient pipeline with owners and deadlines.
A few examples of what happens when every enquiry is captured, chased and attributed honestly.
An implant-focused practice quoted 30–40 treatment plans a month but never systematically followed up — patients 'thinking about it' were left to think forever. We built their pipeline with a plan-given stage and a 3-touch follow-up sequence (48 hours, 7 days, 21 days) with tasks assigned to a treatment coordinator. The plan-to-booked rate rose from 22% to 31%, worth ₹11.2 lakh in recovered bookings over six months.
"We thought we had a marketing problem. We had a follow-up problem. The CRM found money that was already sitting in our own enquiry list."— Dr. S. Venkatesh, Implantologist, Chennai
A London IVF group ran enquiries across two websites, paid ads, Instagram and a call centre — with no single view of a patient's journey. We deployed a unified pipeline with UK-GDPR-compliant data handling, automated first-response tasks, and nurture lanes for patients researching over months (normal in fertility). Median first response fell from 6 hours to 9 minutes, and enquiry-to-consult conversion rose 38% in one quarter.
"Fertility patients research for months before choosing. The CRM means we stay present through that whole journey instead of hoping they remember us."— Group Operations Director, IVF Network, London
A 90-bed hospital spent freely on Google and Meta ads but measured only 'leads', not bookings. We connected ad platforms, forms and the front-desk call log into one pipeline with revenue attribution by department. The first monthly report showed orthopaedics ads converting at 4× the rate of general-medicine ads — spend was reallocated, cost per booked patient fell by a third, and department heads now see their own funnels monthly.
"For the first time, the marketing meeting argued about revenue numbers instead of impressions. That alone changed every decision we made."— CMO, Multi-specialty Hospital, Jaipur
These KPIs keep the service accountable to conversions and revenue, not logins and dashboards.
Every deliverable is designed, built, trained-in and maintained as part of the engagement.
Stages, sequences and tags are tuned to each specialty's decision journey and privacy needs.
Every service page uses the same Foundation, Growth and Scale retainers. Pick the level of execution once; the service mix is scoped during your audit.
Best for: Solo practitioners and small single-specialty clinics
Best for: Established clinics wanting consistent patient acquisition
Best for: Hospitals, diagnostic chains, multi-location clinic groups
What partner doctors and clinic teams say after the pipeline becomes how the clinic runs.
"We thought we had a marketing problem. We had a follow-up problem. The CRM found money that was already sitting in our own enquiry list — no new ad spend required."
"Fertility patients research for months. The pipeline means nobody falls through the cracks in month two of their decision — we stay present without being pushy."
"Every CRM vendor promised dashboards. This team designed our stages around how patients actually decide on surgery, trained our front desk until they liked it, and then showed us revenue by channel. Different league."
Don't see your question? Drop it on the audit form below — we reply inside 24 hours.
Ask on the audit callEverything between 'enquiry happens' and 'revenue is attributed'. The engagement starts with a pipeline audit — we trace how enquiries actually flow through your clinic today and find the leaks. Then we design and build: a healthcare-tuned pipeline (enquiry → consult scheduled → consult done → treatment plan given → booked → treated), automatic lead capture from your website forms, WhatsApp, Google and Meta ad forms, GBP messages and Instagram, plus a call-logging workflow so phone enquiries are captured too. On top of that sit automated follow-up task rules with owners and due times, treatment-plan follow-up sequences, a tagging and segmentation model, duplicate handling, historical lead import, and source-to-revenue attribution. The engagement includes role-based training for front desk, doctors and admins, one-screen daily work views, and weekly adoption audits in the first month. The ongoing care plan keeps automations tuned, data clean and delivers a monthly report on conversion by stage and revenue by channel.
Four to six weeks to full adoption, and we're deliberate about the sequence. Week one is the audit and design phase — mapping your current enquiry flow, defining pipeline stages, task rules, tags and the attribution model on paper, with your sign-off before configuration begins. Weeks two and three are the build: channel integrations, automations, dashboards and historical lead import with deduplication. Then comes the part most CRM projects skip and consequently die: launch and adoption. We run role-based training, then two weeks of parallel running where the old notebook and the CRM operate side by side with daily checks, before the notebook officially retires. Through month one we audit usage weekly — if a receptionist is bypassing the system, we find out why and fix the workflow rather than blaming the person. Hospital and multi-department rollouts run eight to twelve weeks. The honest constraint is rarely software; it's calendar time for training sessions, so clinics that commit their team's time hit full adoption fastest.
One-time setup plus a monthly care plan. Standard setup is ₹25,000 — that covers the audit, pipeline design, CRM build, channel integrations, historical import and team training. The Advanced tier at ₹45,000 adds practice-management and calendar integrations, treatment-plan follow-up sequences, multi-doctor pipelines and call-tracking — the right choice for clinics quoting high-value treatment plans. Hospital and multi-department rollouts are custom-quoted. The ongoing care plan is ₹8,000/month and covers automation tuning, data hygiene, user support, new-staff training and the monthly pipeline and ROI report; it exists because CRMs decay without an owner — fields drift, automations break silently, and six months later the team is back on WhatsApp. CRM platform licence fees (typically ₹800–₹2,500 per user per month depending on the platform) are billed directly by the vendor to you, so you own your data and your account outright — we never hold your patient database hostage on our own licence.
We are deliberately platform-flexible, because the right answer depends on your size, budget and integration needs — and because you should own your data outright. For most single-location clinics we deploy on established platforms with strong India presence, WhatsApp Business API integration and per-user pricing that doesn't punish small teams; for hospitals we work with enterprise platforms or the CRM module of your existing HIS if it's genuinely usable. In every case, the licence is purchased in your clinic's name, the account belongs to you, and every configuration we build — pipelines, automations, dashboards — lives in your account. If you ever leave us, you keep everything, including a documented export of your data and a configuration handover document. What you're paying us for is not software resale; it's the healthcare-specific design (pipeline stages that mirror patient decisions, DPDP-aware data handling, treatment-plan sequences), the integration work, and the adoption engineering that makes the front desk actually use it.
Think of them as layers of one acquisition system. WhatsApp automation is the conversation layer — instant replies, booking chats, reminders, review requests on one channel. Booking automation is the scheduling layer — slot logic, calendar sync, no-show defence across all channels. The CRM is the memory and management layer that sits under both: it records every enquiry from every channel, enforces follow-up with tasks and owners, tracks each patient through pipeline stages over weeks or months, and attributes booked revenue back to marketing sources. Automation tools act in the moment; the CRM manages the relationship over time. A concrete example: WhatsApp automation answers an implant enquiry at 11 PM and books a consult. The CRM then tracks that the consult happened, that a ₹1.8L plan was quoted, fires follow-up tasks at 48 hours, 7 days and 21 days, and — when the patient books — credits the revenue to the Google Ads campaign that started it. Clinics running all three get a combined retainer and one unified monthly report.
Yes. The pipeline architecture is identical everywhere; what changes is the communication channel wired into it and the data-protection regime. For India, the UAE, the UK and Southeast Asia, the CRM's outbound touches — follow-up nudges, consult reminders, plan follow-ups — run through WhatsApp Business API, which is where patients in Dubai, Singapore, Manila and London actually read messages. For US practices, the same task sequences trigger SMS/text via A2P 10DLC-registered numbers instead, with TCPA-compliant consent capture built into the lead forms. We run this stack today for an IVF network in London and clinics in Dubai alongside our Indian partner base. For Indian clinics serving medical-tourism patients, we add country tags, timezone-aware task scheduling and currency fields on treatment plans, so a patient enquiring from Nairobi about a Delhi hospital is followed up at hours that make sense for Nairobi. International clients are quoted in USD, AED, GBP or local currency rather than the rupee prices shown here.
A clinic CRM holds names, phone numbers, health interests and treatment histories — squarely personal data under India's Digital Personal Data Protection Act 2023, and we architect for that from day one. Every lead record carries a consent log: where the enquiry came from, what the patient consented to, and when. Marketing consent is captured separately from service communication, never bundled. Data is hosted on India-region infrastructure for Indian clinics; access is role-based, so a front-desk login sees today's tasks, not the full exportable database; and staff exits trigger an access-revocation checklist. We implement deletion workflows so a patient's erasure request is honoured across CRM, automation tools and connected channels — not just one system. Free-text medical notes are minimised by design in favour of structured treatment-interest tags, reducing what's exposed if anything ever goes wrong. For UK and Singapore deployments the same architecture maps onto UK GDPR and PDPA respectively, with data-processing terms documented as part of setup.
Most clinic CRMs die exactly this way, and the autopsy is almost always the same: a generic sales tool configured by an IT vendor, ten mandatory fields per lead, no training beyond a login email, and no one accountable for adoption. We engineer against every one of those failures. The front-desk view is one screen — today's follow-up tasks, in order, with one-tap call and WhatsApp buttons — not a sales dashboard. Data entry is minimised: channel integrations capture most leads automatically, and a phone enquiry takes under 30 seconds to log with three fields and smart defaults. Training is role-based and hands-on, run twice, with a laminated quick-reference at the desk. Then the part nobody else does: weekly adoption audits for the first month, where we look at actual usage data, find who's bypassing the system, and fix the workflow that's causing it. Our adoption rate across partner clinics is above 90% at 90 days — because adoption is treated as an engineering problem, not a hope.
The pipeline skeleton is shared; the stages, sequences and tags are specialty-tuned, and that tuning is where conversions come from. Dental and implant centres get a plan-given stage with 3-touch follow-up sequences — 68% of unbooked treatment plans in our audits were simply never chased — plus value-band tags separating a cleaning enquiry from a full-mouth rehabilitation. IVF and fertility clinics get long nurture lanes, because patients research for three to nine months; gentle scheduled touches, cycle-timing tags and strict privacy defaults matter more than speed-to-close. Dermatology and cosmetic practices get package tracking (session 4 of 8), interest tags by procedure, and before/after consent flags. Orthopaedics and surgical specialties get insurance/cash tags and pre-op workflow stages. Hospitals get department-wise pipelines with a central attribution roll-up, so the CMO sees cost per booked patient by department while each HOD sees their own funnel. During the audit week we design your stages around how your patients actually decide — never from a template.
International clients are quoted and billed in their local currency — AED for the UAE, USD for the US and Singapore, GBP for the UK, and USD for most of Southeast Asia. As a reference point, the standard setup translates to roughly USD 300, Advanced to about USD 540, and the monthly care plan to around USD 95, with the same deliverables, the same adoption engineering, and reporting calls scheduled in your timezone. Payment is by international card, wire or Wise, with invoices carrying the tax documentation your jurisdiction needs. CRM platform licences are purchased in your name in your region, so vendor billing and data-residency options follow your local requirements — UK clients can choose UK/EU data residency for GDPR, Singapore clients can align with PDPA guidance, and UAE clients get Arabic-capable channel templates where needed. We currently manage CRM deployments for healthcare providers in London and Dubai alongside 60+ Indian clinics, and multi-country groups get a single consolidated monthly report with per-location pipelines underneath it.
30 minutes. We'll tear down your Google presence, paid funnels, website and reviews — and send you a written action plan. Yours, free.