Industry
Hair Transplant Clinics
A CRM flow built for high lead volume, photo review and ad source tracking.
Hair transplant is the highest-volume segment in medical tourism. Hundreds of messages arrive daily, most asking a question and disappearing, some sending photos, and only a small share ever boarding a plane. At that volume, only a disciplined process prevents loss.
The blockers we see most in the field
Photos never reach the file
Hairline photos stay on the consultant’s phone, so the doctor cannot review them in time.
The first reply comes late
On busy days a new form sits for hours and the lead writes to another clinic the same day.
Channel blindness
The ads panel shows form counts; nobody knows which campaign produced actual operations.
The same lead, twice
One person arriving through two forms ends up worked by two consultants who never see each other.
The flow with MoonCRM
End-to-end process
These stages ship with MoonCRM and can be renamed to match your own terminology.
- 1
Lead capture
Meta and TikTok lead forms, the web form you embed on your site and WhatsApp messages land in one list, with campaign, ad set and ad name stored on the record.
- 2
Assignment and first contact
The record goes to a consultant and the first message is sent from a WhatsApp template; duplicates are flagged and cleaned up.
- 3
Photos and files
Donor and recipient area photos, passports and lab results are uploaded to the patient record, where the doctor review happens too.
- 4
Service assignment and planning
Services of interest go onto the record, while appointment date, doctor, hotel, transfer company and inbound and return flight details sit on the visit.
- 5
After the sale
Sale date, satisfaction survey, Trustpilot and Google review tracking and the patient’s own referral link all live in one place.
Metrics worth tracking
These four numbers give the fastest read on the health of a business in this field.
First response time
How many minutes until a new record gets a reply?
Contact → service assigned
What share of contacted leads reaches the service assigned stage?
Service assigned → sale
What share of those leads converts into a sale?
Duplicate record rate
What share of records is flagged as a duplicate?
The modules used most in this field
WhatsApp Integration
Bring multiple WhatsApp lines into one inbox and message patients, contracted hotels and transfer companies from the same screen.
Patient & Lead Management
Every lead lives on one record — status, category, consultant, services, tags, call notes and reminders in one place.
Operations: Hotel, Transfer, Flight
Appointment, doctor, hotel, transfer, room type and flight details live inside the patient record — with every visit stored separately.
Reporting & Analytics
A per-consultant funnel: contacts, leads with a service assigned, sales and cancellations, each with its conversion rate.
Frequently asked questions
Our team knows medical tourism operations inside out. Let’s review your process together in a 15-minute call.
All questions We get hundreds of leads a day — can the system keep up?
MoonCRM is built for high record volume. Bulk consultant assignment, bulk status changes, templated WhatsApp replies and saved filter sets raise your team’s effective capacity.
Can I see which ad actually brings patients?
Yes. Records arriving from Meta and TikTok lead forms keep the campaign, ad set and ad name, so you can break the funnel report down by those fields.
Can doctors take part in the process?
Yes. Role-based permissions and role-based status visibility let doctors see only the records and files that concern them.
Other solutions
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.
See MoonCRM for hair transplant clinics
In the demo we walk through the ready-made flow for this field using your own cases.