Multi-location clinic CRM that shows every branch’s profit

What breaks when you grow past one clinic

The biggest problem in a clinic group is that every branch turns into a black box. Each one has its own front desk, its own spreadsheet, its own cash drawer and its own explanation for missing the target. With one clinic, the owner sees everything. By the third branch, they see only totals, and late.

Common pain points in clinic chains and groups:

• Leads are routed blindly. The contact center can't see open slots, and ads for the main brand bring in leads nobody assigns to a branch.
• Prices live in different spreadsheets. Head office updates the price list, but a branch keeps selling at old prices.
• Nobody knows which branch makes money. Shared costs like ads, office and accounting sit on "everyone," so a single clinic's P&L never adds up.
• Everyone can see everything. A manager in one city sees patients and money in another, and a departing employee walks away with the database.
• Several brands and websites. A group may run separate dental, diagnostics and aesthetics brands, each with its own site and phone numbers.
• The owner's report is built by hand. The CFO spends a week merging exports from different systems.

How 95sales CRM works for a clinic group

One pipeline for the group, brands and sites kept apart

Every lead lands in one lead pipeline: calls from Binotel and Ringostat (Ukrainian telephony providers; other systems connect via a generic webhook), website forms, quizzes, Google Ads lead forms, and Meta leads via Zapier or Make. Duplicates are matched by phone number, so a patient who called two branches doesn't become two records.

You can run several businesses (brands) in one CRM. The business is detected by website or phone line, and the lead and patient screens have a business switcher. Analytics can be filtered by business, site and manager, and any report can be sliced by location, direction and business with one button. The 95sales tracking code remembers which ad brought the visitor (UTM tags, a Google Ads or Meta click), so you can see which ad brought a patient to which branch. More in ad attribution and lead sources.

Consistent call quality across the group

In a group with a contact center plus front desks at every branch, call quality varies more than anything else. AI call analysis transcribes every recording, strips personal details and scores it: probability of booking 0–100, a manager score of 1–5, lead temperature, next step, a score for each script stage, and a red flag for the manager. You can compare managers and see the weakest script stages across the whole group. Criteria are set to your own standard.

Price list and courses with per-branch pricing

The service catalog is shared across the group: sections, units, SKUs and prices per branch. The price list imports and exports via Excel/CSV, so a price update is one upload, not a round of emailed spreadsheets. A treatment course is one charge with a session counter. More in price list and treatment courses.

Appointments are booked by staff: a day view by specialist or room, overlap checks, and a "Checked in" mark that posts the charge and the doctor's percentage of their services.

P&L for every branch and the whole group

95sales CRM calculates P&L for each branch automatically: revenue, costs, profit, margin, occupancy and break-even point, per clinic and for the group. Shared costs are allocated across branches, so you see a clinic's real profit, not just gross revenue. The month forecast shows where the month is heading before it closes. More in finance and P&L.

Money is tracked across branch and office cash drawers, the bank account and card terminals. Transfers between drawers, cash collection and cash counts with discrepancies are all logged. Patient receivables are visible by due date and by branch. Payroll is a pay sheet: base salary + percentage + bonus − deductions.

Regions and holdings: who sees what

Access in a group is set by region: a regional manager sees only their own locations, with their patients, appointments and money. The CEO and CFO see everything. The system has flexible roles and permissions, including a finance team role for cash across all locations and a location manager role; permissions can be overridden per person, and they are enforced on the server, not just in the interface.

If the group includes different businesses, say a clinic chain and a care home, or a clinic plus an unrelated business of the owner, the Holding section pulls several CRMs into one summary. It includes only monthly totals, never patient records, so each company's data stays inside that company. The CEO and CFO get a PDF report. More in multiple locations, regions and holdings.

Running a group in spreadsheets vs. in a CRM

Example: four clinics in two cities

Say a group has four clinics, three in one city and one in a neighboring city, plus a separate dental brand with its own website.

1. Ads for the main brand and for the dental brand bring leads into one CRM. The brand comes from the site and phone line, the source from the tracking tag.
2. The contact center sees the lead, checks the right branch's schedule and books the patient. A missed call shows up in the missed calls list, linked to the number.
3. AI scores the calls. At the end of the week, the contact center lead sees that two administrators score lower on the "handling price objections" stage, and reviews recordings with them.
4. The manager in the second city logs in and sees only their clinic: patients, appointments, cash and P&L.
5. At the start of the month, the CFO opens P&L by branch: one clinic is below break-even after shared costs are allocated. The decision is made on numbers, not gut feeling.
6. The owner gets a holding PDF report with totals for every business in the group.

Security for a clinic group

More branches means more people with access to data. In 95sales CRM, every client has a separate database. Diagnoses, relatives' details, care logs and call transcripts are encrypted with AES-256 using a per-client key. There's 2FA (required by role), a session list, auto-lock, a watermark, copy and print blocking, and an action log that includes exports. More in data security.

How to roll out a CRM across a clinic group

1. Demo and scoping. We show the system on your processes and pick a plan; for chains, Network at $499 a month: everything included and large AI limits.
2. Data migration. Our team moves patients, leads and price lists from Excel and your old CRM. The old database goes into a searchable archive: if a past patient calls again, their record comes back into work on its own.
3. Structure. We set up branches, regions, brands, roles and permissions.
4. Connections. Telephony, websites, ad forms.
5. Launch. Launch takes 1 day. Staff at each branch can work in their own language: English, Ukrainian or Russian.

See the step-by-step plan in the CRM implementation guide and the key metrics in clinic KPIs and unit economics.