← All case studies
CRM

Smileforyou

Smileforyou is an orthodontics and dental clinic offering patient care, treatment planning, and appointment scheduling. Metawork built a comprehensive HubSpot ecosystem integrating appointment scheduling, patient workflows, insurance billing, and clinical task automation to streamline patient care delivery.

Duration 24 months
Tasks 202
Meetings 11

Recently touched

  • 2024-06-14 [HubSpot - Ivoris][Make] Find out what is wrong with creation of Appointment Frozen
  • 2024-06-14 [DentalMonitoring] Create of a new integration Frozen
  • 2024-06-14 [Make][Ivoris] Add new connections for Ivoris APIs (New Praxis) + Set up Integration Ivoris => HubSpot, HubSpot => Ivoris for them Frozen
  • 2024-06-14 [Additional][HubSpot] didn''t uploaded meetings for contact in 30 mins Frozen
  • 2024-01-15 [HubSpot] Update Due Dates for some tasks Done

What we built

711hours
202tasks
24 monthsduration
  1. 01

    Patient Management

    Centralized patient database in HubSpot with contact records, treatment history, appointment tracking, insurance information, and communication history.

  2. 02

    Appointment Scheduling

    Bi-directional sync with Ivoris clinical software and Google Calendar. New appointments automatically create HubSpot meetings. Appointments include patient info, treatment type, clinician assignment, and status tracking.

  3. 03

    Treatment Workflows

    Multi-stage deal pipeline representing patient treatment plans. Stages include initial consultation (Anfangsdiagnostik), diagnosis, treatment plan (Plantyp), treatment execution, and billing. Custom fields track treatment type, plan classification, and insurance coverage.

  4. 04

    Clinical Task Automation

    Task creation and assignment based on appointment type and treatment plan. Tasks auto-close based on workflow progression. Error handling for missing patient emails and edge cases.

  5. 05

    Insurance & Billing

    Tracks insurance information on patient records. Generates invoices for completed treatment phases. Handles different billing scenarios (patient vs. insurance billed).

  6. 06

    Email & Communication

    Automated email notifications to patients (appointment confirmations, treatment reminders, billing updates). Templates for different appointment types and clinical milestones.

  7. 07

    Data Sync & Integration

    Real-time two-way sync with Ivoris (clinical software). Google Calendar integration for appointment visibility. Contact and meeting data kept in sync across systems. Error handlers for sync issues and data inconsistencies.

Projects