Online booking
Patients see free slots on your site and book; the record lands in the CRM automatically.
Solutions
From booking to check-up, unbroken patient tracking
The most expensive loss in a clinic is a no-show. The second is a check-up nobody remembered. Systematic reminders solve most of both.
At a glance
- Online booking
- Resource calendar
- Automatic reminders
- Patient communication history
- Treatment package tracking
Recurring problems in clinics
What we hear most often:
- Appointments are taken by phone and callers cannot get through at busy times
- No-show rates are high and the empty slot cannot be refilled
- What the patient discussed before, or which quote they received, is not recorded
- Check-ups are not chased, so the patient never returns
- Nobody can tell which session of a treatment package a patient is on
- There are several branches but no single view of the patient
What the clinic setup includes
The structure we use in medical, dental, aesthetic and physiotherapy clinics:
Resource calendar
Calendars by doctor, chair, room or device, with no double booking.
Automatic reminders
WhatsApp or SMS reminders before the appointment, with confirmation requests and cancellation handling.
Patient communication history
Calls, messages, appointments and quotes on one timeline.
Treatment package tracking
Sessions remaining on multi-session treatments and scheduling the next appointment.
Branch and permission structure
Branch-level visibility with central reporting for multi-site clinics.
Reducing no-shows
An empty slot is lost revenue. Reminders help but are not enough on their own; the real difference comes from asking for confirmation.
An automatic message goes out a set time before the appointment asking the patient to confirm. If no confirmation arrives a second reminder follows, and after that a task opens for reception. If the appointment is cancelled the slot is freed and offered to the waiting list.
- Staged reminders with a confirmation request
- A task to reception when no confirmation arrives
- Cancelled slots offered to the waiting list
- No-show rate reported
The patient's whole history on one screen
When a patient calls, whoever answers needs to be able to say what was discussed last time. In clinics with scattered records that means starting the conversation from scratch every time.
In Bitrix24 calls, WhatsApp messages, appointments, quotes sent and treatment notes all collect on one timeline. When the phone rings the record opens and the person answering knows who they are speaking to.
- Screen pop on incoming calls
- Every channel on a single timeline
- Treatment and quote history on the record
- The same patient view across branches
Check-ups and session tracking
With multi-session treatments and procedures that need follow-up, waiting for the patient to come back on their own is lost revenue. Systematic reminders noticeably increase repeat revenue from the same patient.
When a treatment package is defined, remaining sessions are tracked; when a check-up falls due a task and a message fire automatically.
- Treatment package and remaining session tracking
- Automatic reminders when a check-up is due
- A re-engagement flow for patients who do not return
- Revenue reporting by session and package
Appointment flow and automations
The reminder chain we build as standard.
| When | What happens | Channel |
|---|---|---|
| On booking | Confirmation and calendar details are sent | WhatsApp / SMS / email |
| 1 day before | Reminder with a confirmation request | WhatsApp / SMS |
| If unconfirmed | Second reminder, then a task to reception | WhatsApp + portal task |
| If cancelled | The slot is freed and offered to the waiting list | Automatic |
| After the visit | Satisfaction question and check-up plan | WhatsApp / SMS |
| Check-up due | Reminder and booking invitation | WhatsApp / SMS |
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 the setup runs
The typical order in clinic setups:
- 01
Services and resources
Services, their durations and doctor and room resources are defined.
- 02
Booking page
The online booking page is built and placed on your site.
- 03
Reminder chain
Message templates and automation rules are built.
- 04
Channels and telephony
WhatsApp and phone are connected and screen pop is enabled.
- 05
Training and go-live
Reception and clinical training, then the switch.
What you end up with
- An online booking page embedded in your site
- Resource calendars by doctor, room and device
- A working reminder and confirmation chain
- Screen pop on incoming calls
- One record showing the patient's whole history
- Treatment package and check-up tracking
- No-show and utilisation reporting
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.
WhatsApp Integration
Your customers are already on WhatsApp. When those chats stay on personal phones, the process cannot be measured. We connect your official WhatsApp Business number to Bitrix24 and attach every message to a customer record.
Call Center
When a customer calls, your agent should already see past conversations, open tickets and active deals. We connect your telephony to Bitrix24 so the call and the data arrive together.
Access Management
Access management is more than a password policy: permissions, audit trails and retention are designed together. We map Bitrix24's role-based model onto how your company actually works.
Other sectors
Health Tourism
In health tourism running ads is easy; turning the leads into treatments is not. The difference sits in your reachability rate, your speed to first contact, and knowing which form actually brings patients.
Construction and Real Estate
In property you do not sell a product, you sell a specific unit. Which apartment went to whom, at what price and on what payment plan has to live in the system.
E-Commerce
In e-commerce the profit is in the second order. Yet most stores know the customer as an order number rather than as a person.
Frequently Asked Questions
Is patient data protected?
Access permissions restrict patient records to the relevant staff, export rights are limited, and consent text is added to the booking form with a timestamped record of the approval. For stricter requirements an on-premise installation is possible.
Can we use it alongside our practice management system?
Yes. We build setups where Bitrix24 handles patient relationships and booking while your existing system handles clinical records. If that system has an API, appointment and patient data can be synchronised both ways.
Does it work across several branches?
Yes. Each branch manages its own calendar and records while head office reports on all of them. The patient stays a single record even if they move between branches.
Which channel do reminders go through?
WhatsApp, SMS and email are all available. In Türkiye WhatsApp gets the highest read rate, so we usually make it the primary channel with SMS as a fallback.
How does the booking page go on our site?
The Bitrix24 booking page embeds with a single line of code or can be shared as a separate link. For clinics without a website we can also build a simple booking page in Bitrix24.
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.