Real Businesses, Real Results

See how we've helped service businesses transform their operations and scale with AI-powered automation.

Healthcare

VivaLife Pediatric Clinic

How we transformed a pediatric clinic's patient experience through complete CRM automation

Industry Healthcare
Service CRM & Patient Journey
Timeline 6 weeks

The Challenge

Problem: VivaLife was operating with completely manual patient registration processes. Every new patient required staff to manually input information, create files, schedule appointments, and send reminders. This led to:

  • Long wait times for patients during check-in
  • Frequent data entry errors and inconsistencies
  • Missed appointments due to manual reminder systems
  • Staff spending 60% of their time on administrative tasks
  • No clear view of patient history or analytics

The Solution

We implemented a complete healthcare CRM system with automated patient journey workflows:

  • Digital Patient Registration: Online forms that auto-populate the CRM
  • Automated Appointment Booking: Self-service scheduling integrated with clinic calendar
  • Smart Reminders: Automated SMS and email reminders 48 hours and 2 hours before appointments
  • Patient Portal: Secure access to medical records and test results
  • Follow-up Automation: Post-visit surveys and check-in sequences
  • Real-time Analytics: Dashboard showing patient volume, demographics, and appointment trends

Tools & Technologies

CRM Platform Automated Workflows SMS Integration Email Automation Analytics Dashboard Patient Portal

The Results

50% Time Saved on Admin Tasks
95% Appointment Attendance Rate
100% Data Accuracy
24/7 Self-Service Booking

"The automation systems Rita implemented have transformed how we operate. We've cut admin time in half and can now focus on patient care. The real-time analytics give us insights we never had before."

— VivaLife Pediatric Clinic Team

HealthTech

DiaspoCare Healthcare Platform

Building a centralized CRM hub for a multi-provider healthcare platform

Industry HealthTech
Service CRM Implementation
Timeline 8 weeks

The Challenge

Problem: DiaspoCare needed to coordinate care across multiple healthcare providers while maintaining a seamless patient experience. They faced:

  • Fragmented patient data across different providers
  • Manual coordination between specialists and primary care
  • No unified view of patient journey
  • Difficulty tracking referrals and follow-ups
  • Limited analytics on platform performance

The Solution

We implemented GoHighLevel as the central CRM automation hub:

  • Unified Patient Database: Single source of truth for all patient interactions
  • Multi-Provider Workflows: Automated referral and coordination processes
  • Communication Hub: Integrated messaging across SMS, email, and WhatsApp
  • Appointment Coordination: Centralized scheduling across all providers
  • Patient Journey Tracking: Complete visibility from first contact to ongoing care
  • Provider Dashboard: Real-time view of their patient queue and tasks

Tools & Technologies

GoHighLevel CRM Multi-Channel Communication Workflow Automation Provider Portal Analytics & Reporting

The Results

100% Automated Patient Journey
70% Faster Referral Processing
3X Provider Efficiency Increase
Zero Lost Referrals

"From manual chaos to fully automated operations. The CRM system has been a game-changer for our platform. We can now coordinate care across providers seamlessly."

— DiaspoCare Platform Team

Events

Events Business Automation

End-to-end automation for event management from registration to post-event follow-up

Industry Events & Conferences
Service Full Operations Automation
Timeline 5 weeks

The Challenge

Problem: The events business was managing everything manually—from registration to ticketing to attendee communication. This created:

  • Time-consuming manual registration process
  • Payment tracking nightmare
  • Inconsistent attendee communication
  • No automated reminders or updates
  • Post-event follow-up required manual effort
  • Limited data on attendee engagement

The Solution

We built a complete event management automation system:

  • Online Registration System: Custom forms with conditional logic and instant confirmation
  • Payment Integration: Automated payment processing and tracking
  • CRM & Pipeline: Automatic attendee segmentation and status tracking
  • Email Marketing: Pre-event sequences, day-of reminders, and post-event follow-ups
  • Newsletter System: Regular updates and engagement campaigns
  • Check-in System: QR code-based automated check-in
  • Analytics Dashboard: Real-time registration and engagement metrics

Tools & Technologies

Registration Platform Payment Gateway CRM System Email Marketing SMS Automation QR Check-in Analytics

The Results

80% Process Automation
90% Payment Collection Rate
15hrs Saved Per Event
2X Email Engagement

"The automation transformed our events business. What used to take days now happens automatically. We can focus on creating great experiences instead of managing spreadsheets."

— Events Business Owner

Healthcare

Unicorn Dental Clinic

Website optimization and automated appointment booking system

Industry Dental Healthcare
Service Website & Booking Automation
Timeline 4 weeks

The Challenge

Problem: Unicorn Dental had a basic website with no online booking capability. Patients had to call during business hours, leading to:

  • Missed appointment opportunities after hours
  • Phone tag with patients
  • Staff time spent on scheduling calls
  • No automated follow-up system
  • Poor website user experience

The Solution

We optimized their website and implemented a complete booking automation system:

  • Website Redesign: Modern, mobile-responsive design optimized for conversions
  • Online Booking: 24/7 self-service appointment scheduling
  • Automated Reminders: SMS and email confirmations and reminders
  • Follow-up System: Post-appointment feedback and recall reminders
  • Calendar Integration: Real-time synchronization with clinic schedule

Tools & Technologies

Website Design Booking System SMS Automation Email Automation Calendar Sync

The Results

40% Increase in Appointments
24/7 Booking Availability
85% Appointment Attendance
10hrs Saved Weekly

"Professional, efficient, and delivers results. Our appointment booking system now runs seamlessly. Patients love the convenience of online booking."

— Unicorn Dental Clinic

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