Clinic Flow

Clinic Flow

We built Clinic Flow for dental clinics in Romania that run their day across five programs and the memory of three people: the schedule in one, invoices in another, consent forms in folders, stock in Excel, recalls in the receptionist's head. Clinic Flow puts all of it in one application, where reception, the treatment room and management work on the same patient data, and every step from the first enquiry to the six-month check-up has a person and a deadline. It is sold as a monthly subscription with every module included and the first month free, and a clinic starts the same day, with an in-app guide instead of an implementation project.

What We Built

• WhatsApp in the clinic inbox: WhatsApp messages, phone notes and website forms arrive in one inbox with a thread per patient, the record and the appointment beside the conversation, and someone responsible for the reply.

• Scheduling with confirmations: An agenda by doctor, treatment room and location sends reminders on WhatsApp and flags who has not answered, so reception only calls those patients.

• Consent signed before the visit: Informed consent and medical questionnaires go out as a secure link, are filled in and signed on the patient's phone, and land in the record before the appointment.

• Patient record, odontogram and treatment plans: Allergies stay pinned above every tab of the record, a tooth selected on the digital odontogram goes into a staged treatment plan priced from the service catalogue, and what the dentist plans for the next session becomes a task for reception.

• Payments with fiscal receipts and e-Factura: Reception takes payment from the visit with the services already listed, the receipt prints on Datecs cash registers through Fisco, FiscalNet or FiscalWire, and invoices are sent to ANAF's e-Factura.

• The back office in the same app: Stock that drops when a session is completed, a sterilization register with operator and time on every cycle, staff schedules and leave, a document drive for the clinic and saved reports per location.

• Roles, audit and data that stays with the clinic: Six access profiles decide who sees and edits what, every change is logged with author and time, ChatGPT can query clinic data through MCP under the same permissions, and a full export is available at any time.