Source tracking
See whether a request came from an ad or a referral; conversations from ads are recognised automatically.
Industry: Healthcare
Clinic administration in one place, medical records in their own system
In a clinic, everything between patient and doctor lives in the clinical information system. The administrative work around it is a different world: appointment requests, package quotes, installments, invoices, staff shifts and consumables suppliers. Müşavir handles only this front and back office work; examination, diagnosis and treatment records are out of scope.
Book a call| Time | Person | Status |
|---|---|---|
| 09:30 | A. Yılmaz · check-up | confirmed |
| 10:15 | S. Kara · package 3/10 | arrived |
| 11:00 | M. Öz · first visit | expected |
| 14:30 | E. Tan · package 7/10 | rescheduled |
Appointment data may count as health data; clinical notes stay in your system
Where clinic administration stumbles
- Appointment requests are scattered across phone, WhatsApp and Instagram, and follow-ups are not tracked.
- With installment packages, which installment was paid is found in the reception notebook.
- Nurse, assistant and reception shifts and leave live in separate rotas.
- Balance differences with consumables suppliers surface at year end.
The Müşavir flow in a clinic
- 01 Module →
Appointment requests
Appointment requests from WhatsApp, Instagram and the web form gather in the inbox, and first-response time is tracked.
- 02 Module →
Appointment and contact record
The person is saved in the CRM with contact details and the appointment goes on the calendar. Examination and treatment details are not written here.
- 03 Module →
Package quote and installments
Session or check-up packages are picked from the catalog, a quote with an installment plan is sent and a sale opens on acceptance.
- 04 Module →
Invoices and collection
Installments are invoiced, an SMS reminder goes out before each due date and card and transfer receipts are matched.
- 05 Module →
Staff, shifts and payroll
Reception, assistant and nurse shifts are planned, leave goes through hierarchical approval and payroll is prepared at month end.
- 06 Module →
Supplier reconciliation
At period end, balance confirmations go by link to consumables and equipment maintenance suppliers.
Worked example
Example: a clinic with two doctors and 9 staff
In this example the clinic receives about 400 appointment requests a month. A ten-session care package is offered at 30,000 TL in six installments. An accepted package becomes a sale and installments are reminded before they fall due. Shifts and leave for nine staff sit on one panel; at month end payroll and reconciliations with five consumables suppliers are ready. Examination notes and treatment records stay in the clinic's own system. Figures are illustrative.
- Monthly appointment requests (example)
- 400
- Package price
- 30,000 TL
- Installments
- 6
- Staff
- 9
The pieces clinic administration needs
Expiring document tracking
Get a warning before staff certificates and documents expire.
Role-based access
Reception sees appointments and payments; payroll and accounting are open only to authorised people.
Stock and consumables
Consumables purchases are tracked in stock with FIFO, so cost reaches expenses correctly.
Where the AI helps
The operations assistant
The assistant works only with administrative records: appointments, packages, installments, staff.
- Answers "Which rescheduled appointments this week were never followed up?" with a list.
- Drafts reminders for overdue installments; they are sent after you approve.
- Shows gaps and leave clashes in next week's shift plan.
Frequently asked questions
Can I keep patient files or medical records?
No. Müşavir does not keep medical records; examination, diagnosis, treatment and prescription information should stay in your clinical information system. However, a clinic appointment and session information may in some cases count as health data, a special category of personal data under Article 6 of the Turkish Personal Data Protection Law (KVKK). The clinic, as data controller, ensures the legal basis and the privacy notice for that processing.
What should we write in appointment notes?
Administrative information only: appointment type, package session, reason for rescheduling. We recommend never writing complaints, diagnoses or treatment details, and enforcing this with your team through permissions and training.
How is an installment package tracked?
When the package quote is accepted a sale opens with the installment plan attached. A reminder goes out before each due date and the payment is posted to the current account.
Where is our data stored?
It is hosted in a data centre in Germany. Data leaving Turkey for Germany is a cross-border transfer under Article 9 of KVKK; details are on the data processing and subprocessors pages.
Related
CRM →
Customer and lead records, assignment rules and first-response time on one screen.
Human Resources →
Personnel, leave, attendance, shifts and payroll in one panel, posted to the ledger.
Bookkeeping →
Invoices, expenses and bank lines in one ledger; VAT report and trial balance ready.
Data Processing →
Controller and processor roles, data categories per module and retention.
Business owners →
Cash, receivables, pipeline and team on one panel; ask your records directly.
Put your clinic's administration in order
Let's set up your appointment, package and collection flow together; your medical records stay where they are.
Book a call