CRM for healthcare clinics
See which patients to call back today.
Every enquiry, first visit and follow-up visit on one list for the front desk, with the personal data kept in Singapore.
30 minutes. You choose the day and the time.
- Starts with the stages for clinics, beauty and wellness
- Bring a CSV of up to 2,000 rows
- Aaron LimEnquiry, 1d overdue, Task: call back about a first assessmentAsked on WhatsApp at 9pm
- Daniel HoConsult booked, Today, Meeting, 11am: first assessment
- Joyce TanTreated, Today, Task: ask about booking her review visit
- Mdm SitiFollow-up due, Today, Meeting, 5pm: review visit
The first enquiry
Most patients aren't lost at the clinic. They're lost before the first visit
Someone asks about a first assessment. The front desk sees it hours later, between patients, and means to call back. By then they've booked a clinic that called first. Make the enquiry a card with a follow-up date, and whoever opens the desk sees it first.
01The front desk
Give the front desk one list of who to call back.
The front desk opens with new enquiries waiting. Share the pipeline with the desk, and Next activity due shows every enquiry and patient whose follow-up is today or overdue. Link the clinic's WhatsApp number by QR code, and each chat sits on the record, so whoever is on shift sees what was asked.
- Next activity due, overdue first
- Chats on the record once your number is linked
- Shared with the people at the desk
02After the visit
Know which patients are due back, and when.
A patient finishes a first assessment and should be back in a month. The clinic stages run Enquiry, Consult booked, Treated, Follow-up due, Regular and Lost. Set the follow-up as they leave, In a month or In 3 months, and they're on the desk's list that day. Palby CRM reminds your team, never the patient.
- In a month or In 3 months, in one tap
- Reminders go to your team only
- Inactive over 30 days, for patients who stopped coming
03Personal data
See where your patients' details are kept.
Records sit in a database in Singapore, over HTTPS. Files on a card go into private storage, up to 10 MB each. You choose who on your team sees each pipeline. One login on our side, the founder's, can read every pipeline but can't change one, and there's no two-factor sign-in yet.
- Records kept in a database in Singapore
- You choose who sees each pipeline
- Consent for WhatsApp, email and calls on each record
A week at a clinic
One enquiry, from the first message to a review visit
A fictional physiotherapy clinic, and one patient through a month.
- Monday, 9:02pmAaron asks on WhatsApp about a first assessment.A new card in Enquiry, with WhatsApp as the source.
- Tuesday, 9amThe front desk opens Next activity due.Aaron is at the top. They call and book Thursday at 11am.
- ThursdayHe comes in for the assessment.Treated, with the follow-up set to In a month.
- A month onHis review visit is due.He's on Next activity due. The desk calls, and he moves to Follow-up due with a meeting on his card.
- After the reviewHe books a package of sessions.Regular, with the package fee in Amount paid.
Stages
Stages from the first enquiry to a regular patient.
Pick Clinics, beauty and wellness when you start, and the board opens with Enquiry, Consult booked, Treated, Follow-up due, Regular and Lost. Rename any of them to match how your clinic works.
Goes well with
Start tomorrow with one list of who to call back.
Start with this week's enquiries and the patients due back.
30 minutes. You choose the day and the time.
Before you move your patients in
Worried about putting patient details in a CRM?
Keep it to what you need to follow up: name, number, the visit and the next date. Palby CRM isn't a medical records system, so clinical notes stay in your clinic system. What you do keep sits in a database in Singapore, and you choose who on your team can see it.
Singapore's PDPA covers personal data in electronic and paper form, and how it's collected, used, disclosed and cared for (PDPC, PDPA Overview). Palby CRM keeps consent for WhatsApp, email and calls on each record, with when and how it was given. Tick Do not contact, and anything Palby sends on its own skips that person. What your clinic may send is still your call.
Palby CRM reminds your team, never the patient. Reminders sent to patients on WhatsApp are a separate Palby product: see how Palby follows up on WhatsApp.
Only in three places. Importing a spreadsheet sends a column's header and up to three sample values, never whole rows. Scanning a business card sends the photo to be read, and it isn't kept. Asking the assistant about a patient sends that record.
Yes. Delete a contact and it's gone for good, though it can stay in an encrypted backup for up to 14 days.
There's no price list on the site yet. You'll get the price for your team on the walkthrough, before you commit to anything.