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Solution · Sales & marketingThe doctor planned four sessions. The patient attends all four, because someone watches the dates for her
Treatment series reminded on time
At the first treatment in a series the doctor records the plan: the number of sessions and the intervals. From then on a robot proposes the next session to the patient at the time in the plan, with free slots for the right doctor and device, and when the patient stays silent, adds her to reception’s call list. The plan and any changes stay with the doctor; the robot makes sure the plan does not dissolve in the calendar.
Executive summary
Laser series, mesotherapy, biostimulators and treatments repeated on recommendation have a plan that today lives in the doctor’s head and the patient’s goodwill; the next sessions get booked if someone remembers.
A robot records the series plan at the first treatment, proposes the next session in advance with free slots for the right doctor and device, and turns an interrupted series into a call on reception’s list.
More completed series and results in line with the plan, fuller device schedules, reception without manual calendar checks; communication as part of patient care, kept separate from marketing.
the series plan with the visit in the clinic system; slot proposals from doctor and device schedules; SMS and email to patients; a list of interrupted series in Microsoft Teams
Business problem
A series that ends after the second session disappoints everyone: the patient, the doctor and the schedule
Many aesthetic treatments work in series. The doctor plans several sessions at set intervals, because only then will he achieve the result he discussed with the patient at the consultation. After the first session everyone is motivated. After the second the patient returns to everyday life, the next date was due in a few weeks, and nobody has booked it yet.
Today series are tracked by hand, if at all: reception looks through the calendar or a spreadsheet and calls when it finds a moment. In peak weeks there is no such moment. The patient does not call herself, because she assumes the clinic will get in touch, and the clinic assumes the patient will call. The date in the plan passes in silence.
The consequences are three, and none is good. The patient gets half the result and rates the treatment lower than it deserves. The doctor loses the continuity of a plan he designed. And the clinic’s schedule loses sessions that were already planned and sold in conversation, only never entered in the calendar.
A reminder about the next session in a series is not marketing but finishing what the doctor planned. It requires knowing when and with whom, and a patience reception does not have at peak times. A robot has both, and it leaves people the conversation with a patient who has dropped out for some reason.
How it works today
Below is what the work looks like before anything is automated.
- PersonThe doctor plans a series at the consultation and first treatment
- Risk of errorThe plan is recorded in the notes, but not in the calendar
- WaitingThe next session waits until someone remembers
- Risk of errorReception checks the calendar by hand when it has a moment
- WaitingThe planned date passes; the patient assumes the clinic will call
- Risk of errorThe series ends halfway, and so does the result
Why the current process costs more than it appears
The bill that never shows up in a budget.
- How many series did you start last quarter, and how many reached the end in the planned rhythm?
- Who today makes sure a patient after the second session has the third one booked?
- How many sessions from planned series never made it into the calendar?
- How many reviews about a weak result concern series that were interrupted?
Cost of inaction
The model assumes about 60 series started a month, three sessions on average, and a session worth around 200 €. An interrupted series loses on average one and a half sessions. You will know your own number by comparing series started with series completed over one quarter.
The third line has no amount but has consequences: a patient who interrupted a series rarely says “my fault”. She says the treatment did not work.
A model organisation with realistic proportions – the numbers exist so you can run the same maths on your own data; they are not a client result.
An aesthetic clinic: 3 treatment rooms, 5 doctors and cosmetologists, about 600 treatment visits a month, including some 180 series sessions, Microsoft 365, doctor and device schedules in the clinic system.
March: a patient starts a series of laser treatments. The doctor records the plan in the notes: four sessions at intervals he set himself.
Five days before the second session is due, the robot sends the patient three free slots with the same doctor and the same device. She picks one with a single click.
Before the third session the patient does not respond. After a week the robot adds her to reception’s call list in Teams, with the series plan and the history of proposals.
Reception calls and learns the patient was away for two weeks. The date moves within the limits the doctor set, and the series is back on track. Had the patient asked about the treatment itself, the doctor would have taken the conversation.
June: the patient completes the fourth session as planned. In the modelled quarter half of the series that used to break off reach the end. These are model figures, not the clinic’s records.
Proposed solution
The starting point is the doctor’s plan. At the first treatment in a series the doctor records the number of sessions and the intervals, as he does in the notes today, only in fields the robot can read. For treatments repeated periodically, the doctor sets the recommended rhythm. Nothing in the plan is created without the doctor, and nothing changes without his decision.
The robot runs the rest. With a lead time set by the clinic it proposes the next session: a few free slots with the right doctor and device, chosen with one click. It reminds the patient when she does not respond, and after an agreed period adds her to reception’s call list in Teams, with the plan and the history. When a series is prepaid, it links to the package register, so the patient sees how many sessions remain.
The communication concerns only the series planned by the doctor and the patient’s care, and the clinic writes its content. Reminders of repeat treatments go only to patients who agreed to them; marketing campaigns are a separate route with separate consent and are not part of this solution. The robot does not promote treatments; it keeps the dates in the plan.
UiPath Orchestrator: a proposal schedule following the series plans, reminders, a list of interrupted series and an audit trail; UiPath Integration Service connectors to Outlook 365, SharePoint and Teams
Series plans read from the notes, slot proposals with the right doctor and device, escalation of interrupted series to reception and a link to the prepaid package register
The clinic system with doctor and device schedules via export or API; an SMS gateway on your own provider contract
How the automated process works
- PersonThe doctor records the series plan at the first treatment
- AutomationThe robot proposes the next session in advance with free slots
- SystemThe patient picks a date with one click
- AutomationNo response: a reminder, then a call on reception’s list
- PersonReception talks to the patient; questions about the treatment go to the doctor
- SystemThe series reaches its end in the rhythm the doctor planned
Human-in-the-loop model
Automation handles
- Reading series plans and proposing the next sessions with free slots
- Reminders and a list of interrupted series for reception in Teams
- The link to the package register and a report of completed series
People decide
- The series plan, the intervals and any change to them: the doctor alone
- Talking to a patient who dropped out: reception, and the doctor on treatment matters
- Message content and consent to reminders: set by the clinic
Before and after
Systems and integrations
The stack is short on purpose: one engine, one execution layer, one place where a person decides.
Inputs
- series plans recorded by doctors in the notes
- doctor and device schedules with free slots
- patients’ consent to reminders
- the prepaid package register
Automation layer
- UiPath Orchestrator
- UiPath Robots
- UiPath Integration Service
- UiPath Action Center
Target systems
- next-session proposals delivered to patients
- a list of interrupted series in reception’s Teams channel
- a report of series started and completed
Human touchpoints: the doctor records the plan at the first treatment; reception calls patients on the list; a monthly look at the series report
Technologies used
a proposal schedule following the series plans, reminders, an audit trail
Athe reception list, reports and email dispatches
Aa series register with statuses, when the clinic system does not keep one
Aplans in the notes, schedules and bookings via export or API
Bslot proposals and reminders; on your own provider contract
BIllustrative economic model
Numbers you can check against your own data.
The model assumes 60 series started a month and the cautious assumption that only half of those breaking off today will be completed. This is revenue from sessions the doctor has already planned, not new sales. Put your own figures into the calculator beside.
Run the maths on your data
An illustrative estimate based on your inputs. It models freed capacity, not promised savings.
Business benefits
- More series reach the end in the rhythm the doctor planned
- The patient picks the next date with one click, without calling
- An interrupted series does not vanish in silence; it reaches reception
- Doctor and device schedules fill with sessions that were already planned
- Results in line with the plan turn into better reviews and referrals
The management view
- The clinic’s best sale is finishing what the doctor planned; that sale needs no advertising
- Series revenue becomes predictable, because every series has its continuation in the calendar
- A report of series started and completed shows where patients drop out and why
Board-level KPIs
series completed in the planned rhythm · time from planned date to session booking · interrupted series recovered by reception · series sessions in device schedules · result reviews after a full series
Security and governance
The automation has exactly the permissions it needs. Not one more.
- Reminders go only to patients who agreed to them; marketing is a separate route with separate consent
- Messages contain no health details; they are about the date, not the diagnosis
- The series plan is set and changed by the doctor alone; the robot does not modify it
- Every proposal, reminder and escalation has an audit trail: what, when, to whom
- Data stays in your Microsoft 365 tenant; the robots run in the EU region of UiPath Automation Cloud
Why now
Every quarter without series tracking means sessions the doctor planned that will never reach the calendar.
Patients expect the clinic to guide them through the plan, as any good premium service does.
A quick-win deployment takes weeks and works from the first series started after go-live.
Relevant executive roles
Predictable series revenue and a schedule filled with sessions that were already sold
The plan runs as he designed it, and he sees where patients drop out
Gets dates in good time, picks with one click and completes the series with the full result
Common questions and objections
No. The robot reminds only of sessions the doctor planned within a series, and only to patients who agreed. It does not promote new treatments or send offers. Campaigns are a separate route with separate consent.
Yes, because it reads the plan from the notes. When the doctor changes the number of sessions or the intervals, the next proposal follows the new plan. The robot never changes the plan itself.
Yes. A series can be linked to the package register, so the patient sees in the slot proposal how many sessions remain, and the clinic knows how much prepaid treatment is waiting to be delivered.
When this is not the right solution
- A clinic where series are rare: the gain will not justify a deployment
- Series plans recorded nowhere but in the doctor’s memory: record the plan first, then track it
- Expecting sales campaigns to all patients: that is a different solution with different consents
A question for the next management meeting
How many series started last quarter reached the end the way the doctor planned them?
Implementation approach
Scope without ambiguity, before anything is signed.
We deliver
- Series plans recorded in the notes in fields the robot can read
- Next-session proposals with free slots for the right doctor and device
- Reminders and a list of interrupted series for reception in Teams
- A link to the package register and a monthly series report
- A handbook for doctors and reception and two weeks of assistance after go-live
We need from you
- The list of treatments performed in series and plan-recording rules agreed with the doctors
- Access to notes, schedules and bookings in the clinic system
- Agreed message content and rules for consent to reminders
Stages
Discovery
Series treatments, today’s plan recording and reasons for drop-outs; half a day at the clinic
Plans and content
Plan fields, proposal lead times, message content, consents
Build
Plan reading, slot proposals, reminders, the reception list, the report
Parallel run
Two weeks on new series, compared with manual tracking
Go-live
All series in the new mode; a completed-series review after a quarter
A quick win. The biggest work is agreeing once with the doctors how to record a series plan; after that every new series runs by itself.
March: the doctor plans four sessions. June: the patient completes the fourth. In between nobody at the clinic had to remember a single date.
Compare the series started last quarter with those that were completed. Send us both numbers with the list of series treatments; we will send back a series-tracking design and the arithmetic of the sessions there are to recover.
Count your interrupted seriesThe neighbouring process usually has the same problem
A sold package is a promise, not revenue. Who in the clinic tracks how much of that promise remains?
See the solution Customer serviceAftercare and the follow-up visitThe aftercare sheet vanishes into a handbag, and the patient remembers the check-up only when something worries her.
See the solution Sales & marketingAppointments confirmed, empty slots refilledThe patient did not show, the room stood idle for an hour, and three people on the waiting list would have taken that slot at once.
See the solutionIndustries where we deploy this most oftenAesthetic medicineSmall business & services