From the first message to the procedure, and from the procedure to month 12.
Hair transplant clinic software, patient tracking software and CRM on one platform: graft calculation, procedure records, appointments and the GraftTrack patient app.
Select zones on the scalp map and get the graft requirement as a range from your clinic's own table. Record the procedure; then let GraftTrack on your patient's phone run the next 12 months with your protocol.
Everything from consultation to surgery on one record
Even if the physician changes or the patient comes back two years later, what was done is on record.
Planning and surgery record
- Planning: zones on the scalp map, target grafts, method (FUE, DHI, Sapphire FUE, Sapphire DHI, Manual FUE), Norwood, donor status and notes.
- Surgery: date (filled in automatically from the appointment), status, procedure type (hair, beard, eyebrows, female hair, repair), session, physician.
- Result: actual graft count and warranty document number.
- Quote and payment: quote status, deposit and remaining balance on the same record.
And what about the 12 months after surgery?
In hair transplants, results show over a year, not in a day. GraftTrack carries your clinic's aftercare protocol to the patient's phone as daily tasks.
Patients are not left alone, the team is not overwhelmed
- Daily aftercare tasks: your protocol turns into tasks by phase; the patient checks them off, you see the progress.
- Photo schedule: day 0 and 15, then months 1, 3, 6 and 12; 6 fixed angles. Photos are stored privately and reviewed by the physician.
- “Is this normal?”: symptoms are answered using physician-approved rules; only cases that need a decision land in your panel.
- Messages and appointments: in-app messaging (with a response time target) and appointment requests from the app.
- Your clinic's app: your own theme; patients join with an invitation code or QR code. Notifications respect the patient's quiet hours.
No-shows shouldn't quietly slip away
The reminder goes out automatically, and the customer's reply is applied to the calendar automatically. No one has to call around one by one.
It goes out via WhatsApp the amount of time before the appointment that you choose; if WhatsApp fails, by email. You can say “no reminder” for a single appointment. Sending is done under your business name and from your own number.
“I'm coming” confirms, “Cancel it” frees up the time slot, “Another time” lists the times that suit the customer and moves the appointment to the chosen one. Every reply lands as a notification for your team.
If you like, an approval message also goes out for a new appointment and a change message for a move. The change message waits 5 minutes: if you have taken the move back, the customer doesn't get a message for nothing.
For every send: sent, delivered, read or not delivered. A message that doesn't arrive is retried once over the backup channel.
Write your text; the variables are converted to Meta format and submitted for approval in the “Notification” category. If it contains promotional wording, you're warned before Meta rejects it.
Keep patient leads in WhatsApp and graft calculations out of your head
Scattered conversations, grafts calculated by hand and contact that breaks off after surgery mean lost patients and half-finished aftercare.
| WhatsApp and Excel | Generic CRM | ÖzgürKod | |
|---|---|---|---|
| Patient leads | On reps' phones | Usually an add-on module | WhatsApp, Instagram and web in one inbox |
| Graft calculation | By hand, varies by person | None | Range from the scalp map and your clinic's table |
| Surgery record | In separate files | General fields | Date, session, physician, grafts, warranty document |
| After surgery | Whenever the patient calls | None | GraftTrack: 12 months, daily tasks, photos, triage |
| Appointment reminder | Typed by hand | Requires setup | Automatic; the patient’s reply updates the calendar |
Don't let a patient who writes at night go to a competitor by morning
Messages from different countries at different hours in one place; the chatbot gives the first reply and your team takes over from there.
One inboxWhatsApp, Instagram DMs and comments, Messenger and web chat; unanswered ones in a separate list.
Chatbot flow by languageTranslate your flow into other languages; the flow that matches the language the patient writes in runs.
Leads from adsLeads from Meta ad forms land in the record with their source; leads past their follow-up date get a reminder.
Team tasksOpen tasks like transfers, hotels and interpreters, assign them to a person, and make sure they get done on time.
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every patient candidate who gets a late reply has already messaged another clinic the same day.
If a single procedure is ₺60,000: the monthly cost of your subscription is not even a single procedure.
Frequently asked questions
Have another question? Write to us and let's look at your clinic's flow together.
How is the graft count calculated?
On the scalp map in the patient card, you select the zones to be transplanted (front, mid-scalp, crown, right and left temple) and enter the Norwood grade and donor status. Based on your clinic's own zone × Norwood table, the system gives the graft requirement as a range rather than a single number. If the donor area is weak, it shows a warning; the physician makes the final decision.
Where are procedure details stored?
Procedure records are kept in the patient card: date (comes automatically from the appointment or entered manually), status, procedure type (hair, beard, eyebrows, female hair, repair), session number, physician, actual graft count and warranty document number. Target grafts, method (FUE, DHI, Sapphire FUE, Sapphire DHI, Manual FUE), Norwood grade and notes also stay on the same card.
What is GraftTrack?
GraftTrack is a patient app that brings the 12 months after the procedure to the patient's phone. Your clinic's aftercare protocol turns into daily tasks, photo sessions (day 0 and 15, months 1, 3, 6 and 12; 6 fixed angles) are reminded and stored confidentially. Questions like “Is this normal?” are answered with physician-approved rules; cases that need a decision land in your panel. The app opens with your clinic's theme, and the patient joins with an invitation code or QR code.
Does AI evaluate the photos?
No. There is deliberately no automated analysis. The physician reviews the photos the patient uploads and writes their notes. That way, every clinical comment that reaches the patient comes from a physician.
How does it work with patients from abroad?
Messages from WhatsApp, Instagram and your website are collected in a single inbox. You can translate your chatbot flows into other languages and run the flow that matches the language the patient writes in; the panel is available in 9 languages. The Message Center also has an optional AI translation feature: when an admin turns it on, a translation in your language appears under the incoming message in a foreign language, and you can preview your reply, translate it into the patient's language and send it (39 languages; off by default, uses your business's AI provider, has a daily limit). On a quote, you choose the currency; there is no automatic exchange rate conversion.
Can transfers, hotels and interpreters be tracked?
There is no dedicated module for these. You can open pre-procedure tasks (transfer, hotel, interpreter) as team tasks, assign them to people, and plan and track them on a timeline.
Can I track deposits and payments?
Yes. You record payments tied to a quote by type (deposit, interim payment, balance) along with the receipt; the patient's remaining amount shows on their card. There is no online card payment or installment module.
Other solutions for clinics
One system from patient candidate to month 12
Enter your graft chart and care protocol. 7-day free trial, no setup fee.