CRM for clinic and medical center

In modern medicine, patients are becoming increasingly demanding, and competition between clinics is growing. Such trends encourage the owners of medical institutions to optimize their work and create a service model that puts patients at the center of attention and takes care of their comfort. A CRM system for a medical center is part of this approach, forming effective communication networks, detailed patient profiles, and opportunities for long-term interaction.

AVADA MEDIA provides automation services for medical centers and hospitals. Experienced specialists develop solutions that optimize management processes and provide a unique level of patient interaction. Our CRM systems for the clinic include modern modules that help automate administrative tasks, improve the quality of medical care and ensure data confidentiality.

CRM for clinics and medical centers is a patient relationship management system developed with the specifics of the medical field in mind. With CRM, medicine has received a set of tools for automating and optimizing key business processes related to patient care, data management, and improving the efficiency of the clinic.

Medical CRMs ensure the convenience and transparency of the patient’s relationship with the medical institution, providing the opportunity to:

• conveniently and quickly make an appointment with a doctor online;
• learn about services, prices, doctors;
• receive automatic reminders of visits;
• leave feedback, questions, suggestions;
• access medical records and test results;
• chat with a doctor for consultations;
• get a personalized approach to treatment.

The main problems of medical centers that can be solved with automation

• Inefficient patient data management. Difficult access to medical records, the risk of loss, leakage, or damage to important medical data can lead to treatment errors.
• Problems with registration and scheduling lead to queues at the reception and inconvenient appointments for patients.
• Frequent unannounced absences put a strain on staff and reduce efficiency.
• Inefficient management of doctor and office schedules leads to confusion and conflicts.
• Difficulties in doctors’ interaction with patients, receiving feedback from them, and post-treatment communication prevent them from responding promptly to their needs.
• Low marketing efficiency, as it is difficult to manually track advertising results, optimize campaigns, and allocate budgets.
• Difficulties with collecting and processing data for reporting and analytics, identifying weaknesses and making informed management decisions.
• Problems with controlling the workload of medical staff and assessing productivity.
• A large amount of paperwork takes a lot of time to process and store data.

A medical CRM system optimizes the work of medical institutions at all levels and helps all employees work more efficiently and smoothly.

Managers

• See the overall picture of the clinic in real time, can evaluate the effectiveness of marketing campaigns and the dynamics of service sales, and identify weaknesses.
• They make informed decisions about the development of the clinic, budget allocation, and process optimization based on the data obtained from the CRM system for the clinic.
• Control the quality of service and patient satisfaction by identifying problems in the work of staff and responding to them in a timely manner.
• They have access to data on the workload of doctors, offices, and equipment.

Financial department

• Integration of CRM for a clinic with accounting systems makes it possible to automate financial accounting and control income and expenses.
• Automation of payment transactions – processing payments, invoicing, etc. saves employees time.
• Convenient management of insurance payments improves customer experience and simplifies the work of the financial department.
• Automatic generation of detailed financial reports minimizes the likelihood of errors.

Doctors

• Have quick access to a patient’s complete medical history, tests, and prescriptions in a single interface.
• Receive test results quickly thanks to integrations with diagnostic systems and IoT devices.
• Predict patient needs based on previous records and recommendations.
• Automate routine tasks (filling out medical records, generating prescriptions) and can focus on direct communication with patients.
• CRM for doctors means a personalized approach and a better understanding of patient needs.

Administrators

• Can effectively manage the schedule – plan doctors’ appointments, minimize conflicts, and use their working time rationally.
• Conveniently manage patients in the program for a private clinic, make fewer mistakes, and find information more easily due to its storage in a single, systematized database.

Marketers

• Can segment the audience by various criteria (age, gender, disease, etc.) to create personalized marketing campaigns.
• Automate marketing: email newsletters, SMS reminders, advertising campaigns within the CRM platform for medical services.
• Analyze patient behavior and identify the key needs of the target audience.
• Receive feedback from patients in the form of reviews and suggestions.
• Analyze marketing activities more effectively and optimize advertising costs.

A CRM system for clinics is a powerful tool for increasing the efficiency and competitiveness of the healthcare business. Now it is not just an advantage, but a necessity for patient comfort and staff coordination. The use of such tools helps not only to increase the number of clients but also to improve treatment outcomes and increase patient loyalty. Without CRM, it is difficult to scale a medical center without resorting to increasing medical staff.

The development of CRM for medical institutions and hospitals covers a wide range of functionalities:

• Unification of patient data. All patient information is collected in one place, which makes it easy to find the necessary data and avoid duplication and errors.
• Optimization of administrative processes. Appointments, reminders of visits, billing, and medical records are made automatically, freeing up staff for more important tasks and reducing human error.
• Personalization. A CRM system for a clinic makes it possible to analyze patient behavior to offer individualized offers and services.
• Protection of patient data. Integration of modern management systems ensures data confidentiality in accordance with GDPR and HIPAA requirements.
• Improved communication through fast and convenient exchange of information between patients, doctors, and administrators.
• Increase patient loyalty and trust. CPM for medical center helps to improve relationships with each patient by collecting and analyzing data for personalization.
• Quality control of medical services, thanks to analytics that helps to identify problems and solve them quickly.
• Integration with medical systems – for example, automation of processing of test and diagnostic results, synchronization with ehealth and LIMS information systems.

The program for a clinic offers unique options for different areas of medicine, taking into account their peculiarities and patient requirements. These examples demonstrate how a medical program for a clinic can be adapted to the specific needs of different types of clinics and provide them with a competitive advantage.

CRM for a dental clinic

• stores information about each patient’s dental condition, including dental formulas, treatment plans, and procedure history, simplifying treatment planning, tracking results, and information exchange between doctors;
• helps to control the stock of consumables (filling materials, anesthetics and instruments);
• integrates with X-ray and other diagnostic equipment, allowing you to store and view images in the patient’s electronic record;
• automatically sends reminders to patients about the need for preventive examinations;
• maintains photo protocols of treatment, storing digital photos before and after treatment.

CRM for a cosmetology clinic

• allows you to keep detailed client files with information about skin type, allergies, preferences, and treatment history;
• helps to optimize purchases, control stocks of cosmetics, consumables and equipment;
• maintains photo documentation of the results of procedures to demonstrate the results to clients;
• manages loyalty programs, offering discounts, bonuses and special offers to clients;
• reminds patients of the need for repeated courses, rules of care after procedures;
• offers patients online appointments for procedures, effectively managing doctors’ schedules and the use of medical equipment.

CRM for a ophthalmology clinics

• manages patient records with data on vision and pathology, including data on refraction, visual acuity, and diseases
• stores and makes it possible to view the results of diagnostic tests, such as optical coherence tomography (OCT) and computer perimetry, as well as digital copies of the results of examinations
• manages orders for glasses and contact lenses, monitors production time and notifies patients when they are ready;
• automatically sends reminders to patients about the need for repeated examinations.

CRM for multidisciplinary clinics

• maintains electronic medical records of patients with a complete medical history and prescriptions;
• coordinates the work of doctors of different profiles and allows them to exchange information about patients in a single system;
• maintains records for insurance companies;
• helps manage patient data from all departments of the clinic through a single database;
• generates reports and analytics on various areas of the clinic.

CRM for a laboratory and diagnostic center

• allows you to track the status of tests;
• generates patient records online;
• notifies patients when the results are ready;
• integrates with medical centers, providing doctors with access to patient tests;
• helps to manage the schedule of tests and medical examinations.

CRM for inpatient facilities

• facilitates the management of patients undergoing long-term treatment;
• automatically monitors the fulfillment of appointments and procedures;
• organizes convenient interaction between different specialists involved in the treatment process.

The development of a CRM system for medical institutions requires the use of modern technologies for the reliability, scalability, and security of the program.

• Cloud technologies ensure the availability of CRM for a medical center from anywhere in the world and secure data storage.
• Machine learning and AI are used for service personalization, data analysis, and forecasting.
• Integration with IoT – portable devices for real-time monitoring of patients’ health.
• Encryption technologies, multi-factor authentication, and other tools to protect confidential information.
• Mobile applications allow patients to make appointments, view their medical records, and communicate with their doctors on their smartphones.
• Programming languages, frameworks, and libraries for developing a user interface that should take into account the needs of patients, be intuitive and easy to use.

The development of CRM for a medical clinic has its own specific features related to the need for enhanced security of patient data, compliance with medical standards, and consideration of the specifics of the institution. Let’s take a closer look at each stage of this process.

Analysis and development goals

• determining the required functionality of the program for medical centers, such as maintaining medical records and appointments, queue management, medication accounting, and financial accounting;
• assessment of already implemented tools and automated processes;
• analysis of the need for integration with other systems (laboratory and information systems, electronic medical records, etc.)
• determining the level of security to protect patients’ personal data in accordance with the law.

Terms of reference

• detailed description of all system functions, including user and administrator interfaces;
• selection of a technology platform, database and other system components;
• development of data flow diagrams, database schemes and other technical documents;
• estimation of the cost of system development and support.

Design and prototyping

• development of interactive layouts of the main screens for visual presentation of the user interface;
• demonstration of prototypes to the customer to test the usability of the system;
• receiving feedback and making changes.

UX/UI design development

Creation of a design that matches the visual style of the medical institution and is adapted to the needs of all users. It is mandatory to take into account the company’s brand book to ensure a balance between aesthetics and functionality.

Programming

This is the main stage that begins with frontend development, i.e. the creation of the user interface. Next, the backend is implemented, i.e. the server part of the system, including databases, business logic, and APIs for interaction with the frontend. At this stage, we develop patient management modules, integrate with medical systems, and implement analytics and other functions. Particular attention is paid to the system’s compliance with international standards (GDPR, HIPAA, HL7, DICOM), especially for projects from the United States and the European Union.

Testing

Checking the management system for compliance with the terms of reference, load resistance, data vulnerability and security, as well as assessing the convenience for each user.

Release and implementation

This stage involves the transfer of data from existing systems to the new CRM for the clinic, staff training, and putting the system into operation.

Technical support and development

Technical support of the CRM system for medical clinics after launch is very important: updating, making changes and implementing new functions in accordance with changes in your organization or new technological requirements. We are always there to ensure that your tool remains relevant and effective.

AVADA MEDIA provides teams of experienced developers, designers and analysts. Our specialists create the best CRM platforms for medical services, have extensive experience in developing specialized solutions for medical institutions of various profiles, levels and scales of activity.

We offer:

• a full range of services: from business process analysis to staff training;
• custom solutions that exactly match the specifics of your medical institution and unique business needs
• competitive cost of CRM system development;
• use of modern technologies and tools;
• compliance with the standards of CRM systems in medicine, including EU and US standards for foreign customers;
• transparency of the process and costs, the ability to track the result at any stage of development.

You can order a CPM system from us for clinics in various areas of medicine. If you are interested in a program for dentistry, a program for a cosmetology clinic, an ophthalmology center, a laboratory, or a hospital, our specialists will develop a specialized solution for you with custom functions or adapt your software to the necessary tasks so that the system really helps in your daily work. The development of a CRM system for medical institutions is a strategic step towards improving work efficiency.

The main advantage of off-the-shelf solutions is their more affordable cost at the start and relatively quick implementation. However, these advantages do not correlate with the limitations of out-of-the-box CRMs. Here are a few reasons why ordering CRM development for medical centers is the best choice.

Full customization

Off-the-shelf solutions usually have a standard set of functions that cannot meet the needs of every medical institution. An individual CRM system for a clinic fully meets the requirements of your center, whether it is a dentistry, aesthetic medicine center, or a multidisciplinary hospital.

Flexibility and scalability

An individually developed program of clinic management is updated in parallel with changes in the work of the institution, legislation and medical standards. Off-the-shelf solutions are usually limited in this regard, having unnecessary or vice versa – missing modules.

Full integration with other systems

An individual CRM for a medical clinic can be seamlessly integrated with existing automation programs: medical and information systems, equipment, electronic cards, and accounting. Unlike an off-the-shelf solution, where this is more difficult and expensive.

Advanced data security

Off-the-shelf solutions offer a general level of security. Customized CRM systems for medicine are developed with specific requirements for personal data protection and security standards in mind.

Independence from a third-party developer

With a customized CRM for a private clinic, you will have full control over the system, including updates and modifications. And in case of purchasing a ready-made solution, the stable operation of the CRM system for medical clinics depends on a third-party supplier.

Long-term benefits

A customized CPM for a clinic requires more costs than a ready-made one, but it will pay off in the long run. This is an investment in the future of your business that will provide long-term benefits.