phone-icon + 38 (063) 020 39 35 arrow-icon
flag-icon + 4 (857) 356 99 65
flag-icon + 38 (063) 020 39 35
clock-icon

Mon - Fr: 9:00 - 18:00

search-icon
linkedin-icon
lang-icon
phone-icon + 38 (063) 020 39 35 arrow-icon
flag-icon + 4 (857) 356 99 65
clock-icon

Mon - Fr: 9:00 - 18:00

Automation of work with clients for a network of clinics

Client: a network of psychological diagnostics and cognitive rehabilitation clinics. The center deals with diagnostics and correction of mental and neuropsychological disorders in children and restoration of cognitive functions. Patients are admitted in two clinics and also online. The company has 15 employees (psychologists, administrators).

Automation of work with clients for a network of clinics

Client: a network of psychological diagnostics and cognitive rehabilitation clinics. The center deals with diagnostics and correction of mental and neuropsychological disorders in children and restoration of cognitive functions. Patients are admitted in two clinics and also online. The company has 15 employees (psychologists, administrators).

-50%
Reduction of time for processing requests
+40%
Improved accuracy and speed of appointment recording
-60%
Reduction of routine tasks for administrators

Details

Region:
Ukraine
Status:
Completed
Project Duration:
3 months

The project is aimed at improving the efficiency of receptionists in a company providing appointment booking services. The main goals include automating the process of notifying clients about upcoming appointments and schedule changes, integrating all communication channels (including website, messengers, social networks and Google Calendar) to simplify the booking process, and creating a system to monitor the employment of specialists. This will allow administrators to focus on more important aspects of their work, improving the overall quality of customer service and increasing staff satisfaction by reducing routine workload.

Expert comment

Lead project integrator
quote-icon

"Integrating and automating processes in Bitrix24 has allowed us to significantly reduce the workload on administrators, improve specialist employment management and improve customer service."

Work progress

Step 1

Connecting communication channels: Facebook: The Center's page is connected. Messages from clients are sent to the open line chat and a Lead is created. All correspondence with the client is stored in the client's card. Instagram: Based on a comment from a new client, an open line chat and a Lead are created. All correspondence with the client is stored in the client's card. Viber and Telegram: Chatbots are created that transfer the client to the open line chat, and further communication takes place inside Bitrix24 portal. All correspondence is stored in the client's card. Automatic responses: Automated welcome and goodbye messages, after-hours messages and assigned employees to respond to customer queries are set up. Widget on the site: The widget gives the customer the opportunity to write a request using a convenient messenger. All messages go into open line chats and are stored in the customer card. Stage Summary: All possible messengers and communication points are consolidated into one system, and easily tracked, as any source takes the user to an open line with a manager. All data is automatically stored in the customer's personal card.

Step 2

Resource Booking Customization: Resource Booking: Visualizes occupancy by office, specialist, and time. Red marks indicate when an office or specialist is busy and allow the administrator to select another available time or office. Stage Outcome: Solved the problem with the lengthy process of checking occupancy of specialists, offices or online conference rooms.

Step 3

Automatic messaging: Messages to clients with an invitation to an open line chat or with information about the time and place of an appointment, as well as appointment reminders. CRM forms: Personalized CRM forms are created, which fill in the existing information from the client's card, and the client only has to fill in the missing data. All information from the CRM forms goes into the client's card on the Bitrix24 portal. Stage result: Reduced work of managers at the stage of preparing and sending forms for filling out, as well as messages about confirmation of acceptance.

Step 4

Automatic sending of messages: Messages of different content are sent depending on the client's age, direction of the transaction (diagnostics, consultation), location of the consultation (branch, online conference) to the communication channel selected by the client. Stage result: The task of sending reminders and appointment conditions is automated.

Result

Setting up open line chats: Solves the problem of having to work on different sites. All communication with the client is stored in the client card. Setting up resource booking: Solves the problem of overlapping schedules of offices and specialists. CRM forms: Gives an opportunity to collect necessary information from clients and record it in the client's card on Bitrix24 portal. Automatic sending of messages: Frees clinic administrators from routine work and helps to organize timely notification of clients about appointments.

Key results

-50%
Reduction of time for processing requests
+40%
Improved accuracy and speed of appointment recording
-60%
Reduction of routine tasks for administrators

The company has been using Bitrix24 for two years. The key indicator of the success of this project can be considered 100% employee involvement in working with the system – not a single sale in the company takes place without the use of CRM.

Do you have any questions?

Our experts are ready to answer them. Leave your contact details. We will be glad to discuss your project!

    Are you ready to increase your income?

    Increase your profits with data-driven marketing and expert guidance.

    timer-icon

    Save time with our proven solutions

    us-dollar-icon

    Increase profits with in-house experts from your industry

    trending-up-icon

    Stay ahead of the competition with data-driven strategies and our expertise

    Other cases

    Automation of HR department work with Bitrix24

    We were approached by our regular client, the Robocode online programming school. When the company started to actively expand and hire new employees, the HR department became overloaded due to the lack of systematization of the selection process, a large volume of routine tasks and the lack of a common platform for storing information about candidates. The company decided to automate candidate recruitment and internal HR processes with Bitrix24.

    Sales “Faster. Higher. Stronger.”

    The client, a building materials retailer with six business lines, approached us to integrate their online sales into the Bitrix24 system to improve transparency and efficiency of all sales channels, including Rozetka and Prom marketplaces.

    Business process automation on “resuscitating sleeping customers”

    Our client, which sells building materials on the B2B market, approached us with the task of automating the process of “resuscitating” customers who have not made a purchase for more than 90 days. The goal was to ensure long-term cooperation and return dormant customers to active purchases.

    Automating the creation of a sale and purchase agreement for a developer

    Investment and development company GRAF-DEVELOPMENT, specializing in business-class residential real estate in Odessa and the region, approached us with the task of automating the process of creating sales contracts in Bitrix24. The goal was to speed up the work of managers and minimize the impact of the human factor.

    Bitrix24 for Valletta Group hotel chain

    Hotel chain Valletta Group, located in Koblevo, approached us with the task of optimizing the booking process and systematic collection of customer data before the start of the high season. The total room stock of the chain is 500 rooms.

    Automation of financial accounting in a hotel

    Our client conducts all work with clients in Bitrix24: the system records enquiries from all sales channels, saves contact information about the client into a single database and records the history of communications. Managers can create new bookings directly in Bitrix24, which are displayed in PMS, and vice versa, all requests from PMS turn into deals in Bitrix24. All work with transactions is done in the portal, documents and invoices are automatically generated and sent from Bitrix24.

    Service quality assessment system for the hotel

    We were approached by the owner of a prestigious hotel in Odessa with the task of automating business processes, namely the automated collection of feedback from hotel guests. Due to an NDA, the name of the company is not disclosed.

    Online payment invoicing system for the hotel

    We were approached by the owner of a prestigious hotel in Odessa with the task of automating business processes, namely, setting up and activating the possibility of payment via online links. Due to the NDA the name of the company is not disclosed.

    Website and corporate identity development for travel agency Chernobyl Global

    The project included the development of a comprehensive website for Chernobyl Global, an agency organizing tours to the Chernobyl Exclusion Zone, as well as the creation of the company’s corporate identity and logo.

    Development of corporate website and corporate identity for AutoSRS company

    A project to create a corporate website and corporate identity for AutoSRS, specializing in the restoration of car safety systems throughout Ukraine.