Enquiries, bookings, recalls and reviews for private clinics
CRM for clinics
Healthcare CRM software that stays out of the clinical record: every enquiry answered fast and followed up until it books, treatment plans quoted and tracked, recalls sent when they are due, and reviews requested after the visit, all around your existing practice system.
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CareLoop: the clinics edition, in your browser
One of twelve industry systems we build from, each with its own screens, workflow and vocabulary. CareLoop carries recalls generated from every treatment and today's book, plus the pipeline, inbox with SMS and email, quotes the customer accepts online, schedule, editable automation flows, reports and a phone view. Sample data in your browser only. Your build carries your own stages, fields and rules.
Use Expand in the demo toolbar for a full screen view, press Escape to close it, or open the clinics demo on its own page.
Who this is for
Built for clinics
Private medical, aesthetic, physiotherapy, dermatology, fertility and allied health clinics with 1 to 15 practitioners, whose practice software handles the clinical record but loses every enquiry that does not book the same day. Briefs arrive asking for a medical CRM, a healthcare CRM, health CRM or simply a CRM for healthcare providers, and they describe the same gap. Adjacent builds follow the same pattern: a childcare CRM tracks families, places and waiting lists, and a pharma CRM tracks prescribers, visits and sample accountability.
Enquiry response in minutes
Website, phone, Instagram and directory enquiries land on one screen. The patient gets an immediate reply, a task is assigned and a follow up sequence runs until they book or decline.
Treatment plans quoted and tracked
Plans built from your price list, sent as a document the patient can accept, with acceptance rates by practitioner and treatment.
Recalls and reactivation
Reviews, follow up appointments and annual checks scheduled from the treatment, sent by text or email, and a reactivation sequence for patients not seen in 12 months.
Referrer relationships
GPs and specialists who refer, with letters logged and a report of referrals by referrer, so relationships are maintained on evidence.
Pipeline
The stages work moves through
A starting point we adjust to your process in the first design week. Each stage can require fields, trigger messages and create tasks.
- Enquiry
- Contacted
- Consultation booked
- Consulted
- Treatment plan quoted
- Accepted, treatment scheduled
- In treatment
- Recall due
Records
What the system keeps track of
Real record types with the fields your team uses, related to each other so one screen shows the whole picture.
Integrations
Connected to the tools you already run
Two way where both sides edit the data, one way where they do not, monitored for twelve months as part of the build.
- Practice management systems (Cliniko, Nookal, Best Practice, Dentally exports)
- Online booking
- SMS
- Stripe or deposit payments
- Google Business Profile reviews
- Mailchimp
Questions we get asked
How much does a clinic CRM cost?
A clinic CRM with enquiry handling, follow up, treatment plans, recalls and referrer management is typically 8,900 to 14,900 US dollars fixed, delivered in six to eight weeks. An enquiry and follow up system starts at 4,900. No per-user fees, so reception and every practitioner log in.
Does it store clinical records?
No, and that is deliberate. Clinical notes stay in your practice management system, which is built and certified for them. The CRM handles the relationship side instead: enquiries, bookings, treatment plans, recalls and communication, and it syncs the patient list so nobody is entered twice.
Is it compliant with health privacy law?
The system is built with the safeguards health privacy rules require: encryption, role based access, audit logs, session timeouts, consent fields and hosting in your country. For US clinics we host on providers that sign a BAA. We document what the system does so it fits your privacy policy.
Can it request reviews?
Yes. After a completed appointment the patient receives a text or email thanking them and linking to your Google review page, timed and worded by you, with an opt out on every message. Clinics that run this consistently tend to double their review rate within a quarter, and a report shows who was asked and who responded.
Tell us how your clinics business works. We will quote the CRM that fits it.
A 30 minute written brief from you, a fixed price and a two page scope from us within two business days. No call required, no obligation.