Convert
CRM
One place where every enquiry, patient and follow-up lives, so nothing depends on somebody remembering.
In the platform package
What it is
Customer Relationship Management — in practice, a single record for each person who has ever contacted your practice, holding what they asked about, what they booked, what they bought, and what should happen next. It replaces the arrangement most practices actually run on: a spreadsheet, a shared inbox, a WhatsApp thread and somebody's memory. The structure below follows the established open-source CRM model — the same object types a mature system uses — rather than an invented one, so nothing about your data is proprietary to us and you are never locked in.
Why it matters to your bottom line
- Enquiries do not get lost because people are careless. They get lost because they arrive in four places at once and no single place shows what is outstanding.
- The revenue in an aesthetic practice is overwhelmingly repeat revenue. A patient who had filler nine months ago is due — but only a system that knows the date will tell you, and only if the date was recorded somewhere other than a diary.
- When a key staff member leaves, the relationships stay with the practice rather than walking out with them.
- It makes follow-up survivable. Chasing forty warm enquiries is impossible by memory and routine by system.
How it works here
Leads
Anyone who has raised a hand but is not yet a patient — a Skin Assessment submission, a contact form, an unanswered call. A lead is either qualified and converted, or closed with a reason. Nothing sits in limbo.
Contacts and Organisations
The patient themselves, and where relevant the organisation behind them — a corporate account buying vouchers, or a referring practice. A converted lead becomes a contact and keeps its history.
Opportunities
A treatment plan under consideration, with an expected value and a stage. This is what turns 'she's thinking about it' into a number you can forecast and a date somebody has to act on.
Products, Services and Price Books
Your treatment menu and retail stock as structured records, with price books for member, package and standard pricing — so a quote is assembled from real prices rather than typed from memory.
Quotes and Invoices
The priced proposal a patient takes away, and the bill that follows it. Both attached to the contact, so what was offered and what was paid are never separate stories.
Activities and Documents
Appointments, call-backs and tasks on a shared calendar; consent forms, before-and-after images and treatment records filed against the person they belong to.
Cases
Anything raised after treatment — a concern, a question, a complaint. Tracked to resolution rather than resolved in a WhatsApp thread nobody else can see.
Workflows
The rules that fire without anyone remembering: assessment submitted, notify and acknowledge; treatment due, remind; enquiry untouched for two days, escalate.
Questions owners ask
- I use a spreadsheet and WhatsApp. What actually changes?
- Two things. Nothing falls through when somebody is on leave or the practice is busy, and you can see the shape of your business rather than only the last thing that happened. A spreadsheet records the past; a pipeline tells you what to do this morning.
- What happens to an enquiry that arrives at 11pm?
- It becomes a record immediately with the person's name and stated need. The automated acknowledgement that goes back to them, and the task that lands with your team for the morning, are part of the package build.
- Is the CRM included?
- Yes — the enquiry pipeline is part of the platform package rather than an extra subscription. What is on the demo site is the front end; the operations console is built with your clinic.
- Am I locked into your system?
- No, and the structure above is the reason. It follows the standard CRM object model — leads, contacts, opportunities, products, quotes, cases — rather than something invented for you. Your data exports in a shape any mature CRM will accept, so leaving is a migration rather than a rebuild.
- Do I need every one of those modules?
- Almost certainly not on day one. Most practices start with leads, contacts and activities, and grow into opportunities and price books once the volume justifies it. The point of the model is that the room is already there when you need it.
Related
Want this working in your practice?
A short Discovery conversation is enough to know whether it belongs there — and what it would cost to keep doing without it.