Aesthetic Clinics CRM
In aesthetic surgery months pass between the first consultation and the operation. When contact breaks off in that gap, the patient making the decision remembers not you but the clinic they spoke to that week.
The first contact channel of a patient still deciding, the procedure of interest and the last contact date are fields on one record; post-op checks are tasks tied to that date.
- Send a patient still deciding a planned flow of educational content, patient reviews and frequently asked questions spread over six months
- Attach the enquiry arriving from the web form and WhatsApp to a lead record; because there is no out-of-the-box module on the Instagram side, staff open the record for a message coming from there
- Tie the 1 week, 1 month, 3 month, 6 month and 1 year post-operative check-ups to reminders and skip no patient
- While satisfaction is at its highest, send the permission form for before/after photos and the Google review request as steps tied to the check-up date, and keep the consent in a consent record
- Answer as a team from a single number with the WhatsApp Business account connected during setup; have conversations assigned by the rule you define, and keep the history even when staff change
| Six-Month Follow-Up Sequence | A patient still deciding can be attached to a follow-up sequence; every step of the sequence is a record with day interval, channel and template fields. The step whose turn has come is sent as educational content, a patient review or a frequently asked questions message; the sequence stops when the patient comes back for an appointment. |
|---|---|
| A Single Record for the Incoming Enquiry | An enquiry arriving from the web form or WhatsApp becomes a lead record; the channel of the first contact, the procedure of interest and the last contact date are fields on that record. There is no out-of-the-box module on the Instagram side — staff open the record for a message coming from there. |
| Post-Operative Check-Up | Check-up steps are opened as tasks tied to the operation date (1 week, 1 month, 3 months, 6 months, 1 year); a check-up that does not close stays on the list. |
| Before/After Consent Record | Photo permission is a consent record attached to the patient record; the date the form was sent, the scope of the consent and whether it has been withdrawn are fields on that record. The permission form and the Google review request go out as steps tied to the check-up date; the image of a patient without consent does not enter the consented list. |
| Multi-Session Procedure Protocol | Procedures spread over sessions are a protocol record attached to the patient record; which session it is, the physician performing it, the area treated and the number of days that must be left between sessions are fields on that record; the appointment for the next session is opened according to that interval and the post-session check-up is attached to the same protocol. |
In aesthetics a clinic has two separate groups of patients and only one of them is visible. The ones with an appointment sit in the calendar; the group that learns the price and withdraws to do research, takes an opinion from several places and comes back months later is on nobody's list. Yet a large part of the revenue comes from that second group, and losing them happens quietly — nobody announces that they have left.
Rapitek CRM turns this waiting group into a recorded line: which channel the first contact came from, which procedure was discussed and when contact was last made all stay on one screen, and the next contact is not left to an individual. The post-operative period is a continuation of the same record; the consented images and reviews that come out of completed check-ups end up where the next patient does their research.
