Online consultation flow
Appointment, video meeting link, clinician note and next step all progress on the same patient record.
Regions
Bitrix24 in Izmir
Health tourism dominates our work in Izmir too. What differs from Istanbul is scale: fewer leads, but a longer and deeper evaluation process per patient.
At a glance
- Online consultation flow
- Treatment plan and price versions
- Medical file management
- Clinician–consultant coordination
- Dormant patient alerts
Why patients disappear during long decision cycles
With fewer leads in Izmir, every loss is felt directly. The causes we see most:
- No follow-up after the first consultation, and the patient forgotten weeks later
- Consultation notes staying in a consultant's notebook, so the second call starts from scratch
- Different versions of the treatment plan and price in circulation
- X-rays, photos and reports scattered across email attachments
- The information flow between clinician and consultant breaking down
- Noticing too late that a patient in the decision phase has gone quiet
Scope of Izmir implementations
Where the effort sits for clinics with long consultation cycles:
Treatment plan and price versions
Every revision is stored with its date, so which plan was offered at which price and when can be traced back.
Medical file management
X-rays, photos and reports attach to the patient record so clinician and consultant see the same file.
Clinician–consultant coordination
The clinical assessment lands as a task and its outcome returns to the consultant as a notification, removing the email traffic in between.
Dormant patient alerts
Patients with no response for a defined period are flagged automatically and enter a re-engagement flow.
Multilingual patient communication
Language routing and template messages are built for the European patient flow.
Putting the consultation process on record
In Izmir clinics a patient usually goes through several conversations before deciding on a procedure. If the content of those conversations is not on record, the second call largely repeats the first; the patient has to explain everything again and confidence erodes. Keeping consultation notes, the clinical assessment and the treatment plan on the patient record makes each conversation build on the last. Even if the consultant changes, the process continues from where it left off.
- Every consultation recorded with date and participants
- The clinical assessment visible on the same record
- Treatment plan and price kept as versions
- Next step and reminder created automatically
Few leads, high value: catching the silence
In a clinic receiving ten leads a day, every lost patient is a visible loss. At that scale most losses go to neglect rather than competition: the patient withdraws to think it over and nobody ever comes back to them. Automatically flagging records with no activity and moving them into a re-engagement flow is the single highest-return setting at this scale. How long each stage is waited out also shows up in the stage-change report.
- Patients with no response for a set period flagged automatically
- Re-engagement message sent from a template
- Stage dwell time tracked in reporting
- Loss reason captured as a required field
Why health tourism builds differ between Istanbul and Izmir
Same industry, different scale. The focus of the implementation shifts accordingly.
| Topic | High volume (Istanbul type) | Low volume (Izmir type) |
|---|---|---|
| Daily leads | Hundreds | Dozens |
| Implementation focus | Routing and first response speed | Follow-up depth and dormancy alerts |
| Consultant structure | Large team on shifts | Few people, deep attention per patient |
| Decision time | Days | Weeks |
| Primary metric | Reachability rate | Stage dwell time |
How would this work in your process?
In a free 30-minute call we listen to your workflow and map out how this would run in your company.
How we work in Izmir
We bring clinicians and consultants to the table together; otherwise the CRM stays with the consultants and never connects to the clinical process.
- 01
Mapping the patient journey
The path from first contact to post-treatment follow-up is mapped, clinical assessment included.
- 02
Channels and consultation setup
WhatsApp, forms and telephony are connected and the online consultation flow is built.
- 03
Treatment plan and file structure
Plan templates, price versions and medical file fields are defined.
- 04
Follow-up and alert rules
Dormant patient alerts and the re-engagement flow go live.
What you end up with
- A patient record holding the full consultation history
- Online consultation appointment and meeting flow
- Versioned treatment plan and pricing structure
- X-ray, photo and report files managed against the record
- Clinician–consultant task and notification flow
- Dormant patient alerts and re-engagement templates
- Reachability and stage-change reports
Features
Related features
The modules we most often roll out alongside this one; they reinforce each other in the same setup.
Calendar & Booking
Scheduling shouldn't cost you a day of phone calls. We set up a booking flow where clients choose the service, the specialist and the time; and every booking lands in the CRM with its record.
Document Management
When files live on desktops, in email threads and in personal cloud accounts, nobody knows which version is current. We put your entire document structure on one drive with clear permissions.
Lead Management
Collecting leads is the easy part. Responding quickly, assigning correctly and following up consistently is where deals are won. We build Bitrix24 around those three things.
Automation Robots
If a rep's day goes to logging records, setting reminders and retyping the same email, that is revenue leaking. We move that work to robots and give your team back the conversations.
Other cities
Istanbul
Most of our Istanbul clients are in health tourism. What sets the city apart is volume: hundreds of leads a day, shift-based consultant teams and the most expensive advertising competition in Turkey.
Antalya
Most of our work in Antalya is health tourism and hospitality. Both share the same pattern: inbound demand from abroad, in several languages, mostly over WhatsApp.
Ankara
Most of our Ankara clients are in real estate. What makes the sector different is that it runs two ways at once: you manage buyers and sellers, demand and inventory, at the same time.
Frequently Asked Questions
Is keeping patient files in the system a data protection problem?
Health data is classed as special category personal data under Turkish law (KVKK) and requires additional protection. We build the permission matrix accordingly: only the treating clinician and authorised staff can open the medical file, and access is logged. Where data is hosted is part of the decision too, and deployment on your own server is possible.
Our clinicians do not want to use the system. Is it mandatory?
It is not, and we do not force it. In most clinics a clinician's only contact with the system is opening an assessment task and writing a note; about a minute's work from the mobile app. The consultant team is the primary user; we keep the clinical side as light as possible.
Our lead volume is low. Does a CRM make sense?
When leads are few, the CRM's job is not keeping a list but never dropping a patient. In health tourism, where value per patient is high, a single lost patient can exceed the annual licence cost. At this scale we put the weight on follow-up and dormancy alerts.
Our patient records are in spreadsheets. Can they be migrated?
Yes. We have migrated from Excel, Google Sheets and existing clinic software. Before migrating we agree which column maps to which field; duplicates are cleaned during the transfer and past consultation notes are attached to the patient record.
Let's configure this around your business
Book a free intro call and we'll walk through your process and show which settings fit you.