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Guides

Guides on CRM and running a clinic

Practical guides: how to choose and roll out a CRM, calculate patient acquisition cost, and stop losing calls and money.

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  • Updated Oct 11, 2026
  • 5 min read
What is a CRM — in plain EnglishWhat is a CRM and how does it work? Pipeline, customer records, tasks and reports explained, with clinic and service-business examples, pros, cons and tips.CRM vs practice management software: what's the difference and what a clinic needsCRM vs practice management software and EHR: clinical records vs leads, calls, pipeline and revenue. Comparison table, clinic scenarios and when you need both.How to choose a clinic CRM — a step-by-step methodHow to choose a clinic CRM in 6 steps: weighted criteria, questions to ask in the demo, total cost of ownership and red flags. A checklist for private clinics.Best CRM for clinics in 2026 — review and comparisonBest CRM for clinics in 2026: 95sales CRM, Cliniko, Jane, Pabau, Medesk, HubSpot, Pipedrive and Kommo. Prices, strengths and which fits which clinic.CRM implementation — a step-by-step 30-day planA step-by-step CRM implementation plan: goals, data migration, website and telephony, roles, training and follow-up. 30-day plan, checklist and common pitfalls.Sales pipeline — what it is and how to build oneSales pipeline (sales funnel) explained: stages, conversion rates with a worked example, and how to build one in your CRM in 7 steps, with clinic examples.Patient acquisition cost — how to calculate CACHow to calculate patient acquisition cost: CPL, CAC, ROMI and LTV/CAC formulas, a worked example by channel, which costs to include and how to lower CAC.Missed calls at a clinic — how to stop losing patientsMissed calls at a clinic: why nobody picks up, what they cost (worked example), callback rules, key metrics and how a CRM with telephony closes the gap.End-to-end attribution for clinics — from click to paymentEnd-to-end marketing attribution for clinics: link ads, leads, calls and payments, pick an attribution model, track CAC and ROMI, plus a step-by-step setup.Patient no-shows: how to reduce them and stop losing revenuePatient no-shows: what they cost a clinic, why patients miss appointments and 10 ways to cut no-show rates — confirmations, deposits, waitlists, CRM tracking.Clinic KPIs and unit economics — formulas and examplesClinic KPIs with formulas and worked examples: average bill, LTV, CAC, occupancy, RevPAB, LOS, break-even point. Which metrics a director should check weekly.Medical receptionist phone script — a ready-made call and quality controlA ready-to-use medical receptionist phone script by stage: greeting, needs, booking, objections. How to review calls and how AI scores every script stage.Clinic accounts receivable: how to control patient debtHow to control clinic accounts receivable and patient debt: where it comes from, aging buckets, reminder policy, prepayment, DSO formulas and CRM tracking.How to run a care home: processes, control and numbersHow to run a care home or nursing home: admissions, care plans, quality control, families, finances and occupancy. Practical checklists and the KPIs to track.Rehab center marketing and salesRehab center marketing and sales: how families decide, which channels work, referral partners, a waiting-list stage, how to calculate CAC and LTV, ad ethics.Medical data protection in a clinic: a GDPR guideMedical data protection under GDPR for clinics: health data as a special category, core principles, a security checklist, roles, encryption and audit logs.CRM for small business: when you need one and how to chooseCRM for small business: when it's time, which features matter, what it costs and how to launch in a week. Examples for service firms, agencies and clinics.Free CRM: is it worth it and what's the catchIs a free CRM worth it? Limits and hidden costs of HubSpot, Bitrix24, Medesk and Cliniccards free plans, and when 95sales CRM pays off faster.AI in CRM: what actually worksAI in CRM without the hype: call analysis, rep scoring, deal probability and AI assistants. What works today, the risks, and how to roll out AI safely.Cash flow vs P&L — what's the differenceCash flow vs P&L: why profit isn't cash, cash vs accrual basis, a worked example in USD, formulas and a step-by-step reconciliation of the two reports.Budget vs actual — how to do it step by stepBudget vs actual step by step: expense categories, a baseline from history, variance formulas in $ and %, reaction thresholds, owners and an agency example.Management accounting for agencies and clinics — where to startManagement accounting for agencies, clinics and small service businesses: P&L, cash flow, balance sheet, budget vs actual and worked examples.How to move finances from Excel or Finmap — to a CRMHow to move finances from Excel or Finmap to a CRM: clean up categories, pick a cut-off date, import statements without duplicates and reconcile balances.No-show calculator: what empty slots cost your clinicNo-show calculator for clinics: enter appointments, no-show rate and average visit value to see monthly and yearly losses and what cutting no-shows brings back.Patient acquisition cost calculator: is your advertising paying offPatient acquisition cost calculator for clinics: ad spend, leads and lead-to-visit rate give you cost per lead, cost per patient, yearly profit and ad payback.Missed call calculator: how many patients you lose to competitorsMissed call calculator for clinics: enter inbound calls, missed call rate and first-visit value to see how many new patients and how much revenue you lose.

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FAQ

What clinics ask

How much does the CRM cost?

Three plans: Start — $99, Business — $199, Network — $499 a month. They differ in AI call review and AI assistant limits; over the limit you pay per use at the plan rate or pause, your choice. No limits on users, patients or transactions. No annual contracts or hidden fees.

Does it work for one small center?

Yes. For a center with 10–20 staff, launch takes 1 day, data migration included. Branches and a holding view plug in when you grow.

Where is patient data stored?

In your clinic’s separate database. Diagnoses and relatives’ contacts are encrypted, access is role-based, every action is logged.

Can you move patients over from spreadsheets?

Yes. We migrate patients, charges and payment history during onboarding.

Does it work with our phone system and ads?

Yes. Leads from your website, Google Ads and Meta arrive on their own; calls are recorded and reviewed by AI. We set it all up at launch.

Can patients book themselves on our website?

Yes. Add the booking widget to your site (one line of code) or share a booking link: the patient picks a service, specialist and free slot. The booking lands in the schedule right away — with the ad source.

Does the CRM remind patients about appointments?

Yes. A day and an hour before the visit the CRM sends a Viber reminder, and an SMS if Viber doesn’t get through. You set the texts; reminders are switched on in settings.

Does it work on a phone?

Yes. The CRM installs on the home screen like an app: tasks, care check-offs and notifications. iOS and Android apps are coming soon to the App Store and Google Play.