Hair Transplant Centre CRM
The patient sends the first message in their own language, the quote is discussed on another channel and the hotel and transfer are kept on a separate list; and the post-operative follow-up spread over twelve months falls away after the first month.
The patient journey is six stages on a single record: first enquiry, hair analysis, quote, preparation, the operation and follow-up spread over twelve months; each stage opens its own task.
- Route patient enquiries arriving in different languages by language, and answer them with the reply templates defined during setup for each language
- Keep consultation and hair analysis photos, the follicular graft count and the placement plan together on the patient card
- Plan the international patient's hotel booking, airport transfer and travel to the clinic from the same record
- Open the week 1, month 1, 3, 6 and 12 follow-ups as tasks tied to the procedure date, and tie the WhatsApp or e-mail reminder to those tasks as a rule
- Direct satisfied patients to a Google review and follow the new patients coming in through the referral programme
| Multilingual Lead Management | Language is a field on the prospective patient record; routing and reply templates are matched on that field. The interface is fully translated in Turkish and English; in other languages, untranslated text appears in English. |
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| Hair Analysis Photo Archive | Photos are attachments on the patient record; the graft count and the placement plan are fields on the same card, and comparison is done on a single screen. |
| Accommodation and Transfer Coordination | Hotel, transfer and travel to the clinic are tasks tied to the patient file; who took on which step is visible on the record. |
| Post-Operative Follow-Up | Follow-up steps are opened as tasks tied to the procedure date; whether the reminder goes out over WhatsApp or e-mail is tied to a rule, and the sending is recorded on the card. |
| Review and Referral Management | The satisfaction marker is a field on the patient card; the review invitation and referral tracking run on tasks tied to that field, and an incoming patient shows the referral in their source. |
In hair transplantation there are weeks between the first message and the operation, and a year between the operation and seeing the result. In that time the patient changes country: they ask the question from home, read the quote from abroad, stay a few days in Turkey and spend the remaining twelve months at a distance. Where the chain breaks is after the operation; once the patient has boarded the plane nobody follows their calendar, and the result photo never arrives.
Rapitek CRM lays this journey out as six stages on a single patient record; because you tie which checklist and which message comes into play at each stage to a rule, follow-up does not depend on one person. Since a request coming from an advert is recorded together with its source, its campaign and its first message, which channel turned into an operation can be counted. Because the photo request is opened on the same card in the follow-up months, an archive of results builds up; and the right moment to send a review or referral invitation rests on that record rather than on guesswork.
