Operations 10 min read
The Medical Tourism Operations Checklist
An item-by-item operational checklist for medical tourism: what must be confirmed before the patient flies, on arrival, during treatment and on departure day.
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Medical Tourism CRM
From first message to operating room,
on one platform.
MoonCRM was built to run international patient journeys for hair transplant, dental, aesthetic and bariatric clinics. WhatsApp threads, service and appointment planning, hotel, transfer and flight logistics, post-treatment follow-up and channel-level reporting — all in one place.
Setup and data migration included · No credit card required
app.mooncrm.com.tr
Contacts
34
First call
21
Quoted
12
Won
6
A. Müller
Hair transplant · Dr. Yılmaz
S. Ahmed
Dental · 20 crowns · 2 visits
L. Dubois
Rhinoplasty · owner: Elif
Used across every corner of medical tourism
- Hair Transplant
- Dental
- Plastic Surgery
- Bariatric Surgery
- Eye Treatments
- Facilitator Agencies
Sound familiar?
The hard part is not finding patients. It is not losing the ones you found.
Medical tourism has high ad budgets, fierce competition and long cycles. Most of the loss comes not from poor service but from a scattered process.
Conversations live on personal phones
When staff leave, patient history leaves with them. Nobody knows what was promised.
A patient list managed in Excel
No permissions, no logs. A deleted row goes unnoticed and the file can be copied out in seconds.
Leads that are never followed up
Most leads never say no — they are simply forgotten, and a week later they are your competitor’s patient.
Unmeasurable ad spend
The ads panel shows form counts. Nobody knows which campaign produced an actual operation.
Sales and operations disconnected
The patient was marked as sold, but the hotel was never booked, the flight was never logged and the pickup was forgotten.
Post-treatment follow-up disappears
Satisfaction surveys, review requests and warranty documents are on nobody’s list once the operation is over.
End to end
The whole patient journey on one record
MoonCRM models the journey that is specific to medical tourism, step by step. At every stage it is clear who does what, and nothing gets lost in email.
- 1
Lead
Meta ads, web forms, WhatsApp or referrals — every channel flows into one pool with its source attached.
- 2
First contact
The conversation is assigned, answered from a template, and first-response time is measured.
- 3
Assessment
Photos, labs and X-rays are uploaded to the patient file and the doctor’s assessment is recorded.
- 4
Quote stage
Services are assigned to the lead and the doctor and treatment plan are recorded; the funnel report counts this stage separately.
- 5
Booking
The status is updated and the record is handed to operations, with the appointment date and accommodation plan on the same card.
- 6
Operation
Flight, pickup, accommodation, clinic appointment and return transfer appear on the daily list.
- 7
Follow-up
Check-ups, result imagery and satisfaction feedback are collected through scheduled reminders.
- Explore
Modules
Everything medical tourism needs, out of the box
Capabilities that take months of customisation in a general CRM work in MoonCRM from day one.
WhatsApp Integration
Bring multiple WhatsApp lines into one inbox and message patients, contracted hotels and transfer companies from the same screen.
ExplorePatient & Lead Management
Every lead lives on one record — status, category, consultant, services, tags, call notes and reminders in one place.
ExploreOperations: Hotel, Transfer, Flight
Appointment, doctor, hotel, transfer, room type and flight details live inside the patient record — with every visit stored separately.
ExploreReporting & Analytics
A per-consultant funnel: contacts, leads with a service assigned, sales and cancellations, each with its conversion rate.
ExploreAds & Lead Automation
Meta and TikTok lead ads and your own web forms land straight in the CRM, carrying their campaign and ad set details.
ExploreAftercare & Review Tracking
Sale date, Trustpilot and Google Maps reviews, satisfaction survey, warranty document and health notes tracked in one place.
ExploreSolutions
Flows designed around your speciality
Photo assessment for hair transplant, two-visit plans for dental, workup checklists for bariatrics. Every field runs a different process.
Hair Transplant Clinics
A CRM flow built for high lead volume, photo review and ad source tracking.
Dental Clinics
Patient management built around tooth-level treatment charting and two-visit journeys.
Aesthetic & Plastic Surgery
A flow built for long decision cycles, sensitive imagery and patient follow-up.
Bariatric & Metabolic Surgery
For cases that need a complete pre-op file, health notes and years of follow-up.
Eye Treatments & Refractive Surgery
Optimised for short visits, fast decisions and dense appointment traffic.
Medical Tourism Agencies
Coordination and visibility for facilitators working with several brands, clinics and suppliers.
What gets measured gets managed
Decide on data, not on gut feel
MoonCRM makes every step of your process measurable. These metrics come ready on the management dashboard.
Response
Average first response
How many minutes it takes to reply, by consultant and by channel.
Channel
Conversion by channel
Contacts, leads with services assigned, sales and cancellations, broken down by channel as percentages.
Funnel
Loss by stage
How many leads drop at each stage, and which status they stall in.
Scorecard
Consultant scorecard
Funnel steps and conversion rates per consultant, delivered to managers as an automatic daily summary.
Why MoonCRM
What makes MoonCRM different from a general-purpose CRM?
MoonCRM is not a general CRM adapted to medical tourism. It was written for this sector from the start.
Purpose-built, not retrofitted
Hotels, transfers, doctors, companion counts, room types, flight codes, dental charts — these concepts already exist in the product. You start without paying a consultancy bill.
Setup and support that answers
You do not wait three days for a support ticket from a foreign vendor. You message our team directly.
Data stays with the company
Role-based permissions, status visibility by role and a field-level change log move patient data off personal phones and into your system.
Built to scale
Grow from one clinic to a multi-branch, multi-brand structure in the same system: the organisation layer isolates data while management sees consolidated reporting.
Security & compliance
How is your patient data protected?
Medical tourism companies handle special-category personal data such as identity and health information. MoonCRM supports that responsibility with concrete technical measures.
Our security approach- Role-based access, permission management and status visibility by role
- Field-level change log recording the old and the new value
- Two-factor authentication with QR setup and recovery codes
- Encrypted connections and regular automated backups
- Multi-organisation structure separating branches and brands
- Portfolio handover and access revocation when staff leave
Resources
A guide to sales and operations in medical tourism
Tactics that work in the field, industry data and process templates.
Strategy 10 min read
Building a Medical Tourism Sales Funnel From Scratch
How to define funnel stages, write exit criteria, standardise lost reasons, set dwell-time thresholds and read funnel health in a medical tourism operation.
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Compliance 9 min read
Data Protection for Medical Tourism: GDPR and KVKK
An informational guide to handling patient data in medical tourism under GDPR and KVKK: health data, roles, consent, transfers, retention and security measures.
Read more
FAQ
Frequently asked questions
Our team knows medical tourism operations inside out. Let’s review your process together in a 15-minute call.
What is MoonCRM?
MoonCRM is a cloud-based customer relationship management system built by Moon Workshop specifically for companies working in medical tourism. It brings the entire journey — from a lead’s first message through operations to post-operative satisfaction and warranty follow-up — onto one platform.
Who uses MoonCRM?
Hair transplant clinics, dental clinics, aesthetic and plastic surgery centres, bariatric surgery teams, eye clinics and medical tourism facilitators bringing in international patients. What they share is managing patients who come from abroad.
Who built MoonCRM?
MoonCRM was created by Moon Workshop, a software company focused on tailored solutions for specific industries. The product has been shaped since its first release by feedback from medical tourism businesses in the field.
Why an industry-specific CRM instead of a general one?
General CRMs manage a sales funnel; medical tourism is an operations business that starts after the sale. Hotels and room types, transfers, arrival and departure flight codes, companion counts, doctor assignment, dental treatment charts, repeat visits and post-operative satisfaction, review and warranty tracking either do not exist in general tools or require expensive customisation. MoonCRM ships with them as ready fields.
How long does setup take?
Standard setup typically completes within a few business days, depending on how much data is migrated, how many roles are defined and which channels are integrated. An implementation specialist works with you throughout.
Can I migrate my existing spreadsheets?
Yes. We import your Excel or CSV files with field mapping. A test import is run first and the go-live only happens once data accuracy is confirmed.
Let’s review your process together in 30 minutes
In the demo we do not run a generic slideshow — we walk through your actual flow. More often than not, we find where you are losing patients in that first half hour.
- We map your current process
- We agree a data migration plan
- You get a tailored price quote