IVF Clinic CRM
At a centre dozens of cycles run at once on different days; when which patient is at which measurement today is tracked from separate spreadsheets, a single missed check restarts the cycle from the beginning.
Every day of the stimulation cycle is a line attached to the patient card; hormone values, ultrasound appointments and embryo records move in order in the same file.
What we set up, and how
- Write the daily FSH, LH, estradiol and progesterone values onto the record in every cycle; let values outside the thresholds you define be flagged in the list
- Record the embryos' quality score, cell count and day progression, and attach the transferred and frozen ones to the patient card
- Run requests from patients coming from abroad on the same screen as accommodation, transfer and interpreter planning
- Plan psychologist sessions according to the phases of the process, and start the support steps after a negative result through the rule you define
- Open the beta hCG check as an appointment on day 12, and move onto the 40-week pregnancy schedule on a positive result
| Stimulation and Hormone Tracking | Every cycle is a record; the daily FSH, LH, estradiol and progesterone values are entered into its fields, and values that fall outside the thresholds you define are flagged in the list. |
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| Embryo and Laboratory Tracking | Every fertilised embryo is its own record; the quality score, the cell count and the day progression (day 3, day 5 blastocyst) sit in its fields, and transferred and frozen embryos are attached to the patient card. |
| International Patient Record | The patient's language of communication is a field on the record and the correspondence template is chosen according to that field; accommodation, transfer and interpreter planning are tasks attached to the same record. The interface is fully translated into Turkish and English; in other languages, untranslated text appears in English. |
| Psychological Support Plan | A psychologist session is an appointment attached to the patient record; cycle records with a negative result drop into a list and the support steps are opened according to the rule you define. |
| Pregnancy Confirmation and Follow-up | The beta hCG check opens on day 12 as an appointment tied to the transfer date; when the result field is marked positive, the patient moves onto the 40-week pregnancy schedule. |
The part of the treatment that happens at the clinic is only one section of the picture. For a considerable part of the 28-45 days between the start of stimulation and the transfer, the patient is at home, and a patient who has come from abroad is in their own country. The 12-day wait after the transfer and the period that follows a negative result are the stretch where the bond breaks most easily and where the patient expects the most contact.
Rapitek CRM attaches this calendar to the patient card: injection reminders, ultrasound appointments and laboratory tests line up as dated lines in the same file; the ones whose date has come drop into a list, and you tie to a rule which day the notification goes out. For every frozen embryo, the quality, the freezing date, the storage tube number and the annual payment date are recorded; the ones with a payment date approaching collect in the renewal list.
