A hair transplant CRM, from donor-area photos to recovery follow-up.
FUE, DHI, beard and eyebrow transplant enquiries from WhatsApp, Instagram and ad forms land in one shared inbox. Front, top, back and donor-area photos, the graft assessment and surgery day all live on the same patient record.
Unlimited users · flat price per clinic
Jonas Weber
James Wilson
Oliver Brown
Lukas Müller
Marco Rossi
Thomas Dubois
Khalid Al Mansouri
Daan Jansen
Hair transplant clinics get plenty of enquiries and few complete photo sets. Patients get lost in between.
Missing photos, no plan
The patient sends a single front selfie. Without donor-area and crown photos there's no assessment — and the follow-up is forgotten.
Heavy ad volume, scattered team
Ads bring dozens of enquiries a day and agents reply from their own phones. Nobody knows who said what or which patient is waiting.
Contact drops after surgery
Results develop over months. In between, nobody asks for progress photos, satisfaction isn't measured and review and referral opportunities are lost.
From FUE to DHI, every enquiry is tagged with technique, area and photo status.
Hair transplant patients usually open with "how many grafts do I need?". The answer depends on the right photos and the doctor's assessment. In MedicalGrow the enquiry is tagged from the first message, missing photo angles are visible and assessments reach the doctor in order.
- Common procedures: FUE, sapphire FUE, DHI, beard transplant, eyebrow transplant; supporting treatments according to your clinic's protocol
- Typical questions: how many grafts, am I a candidate, how long do I stay, when can I go back to work, do I need to shave
- Conversation AI never estimates grafts, diagnoses or quotes a final price — it asks for front, top, back and side photos
- Add your photo instructions to the knowledge base so every patient gets the same guidance in their own language
- DHI
- FUE / sapphire FUE
- Beard transplant
- Eyebrow transplant
- Second session / repair
Source markets and languages
Recommended patient pipeline for hair transplant clinics
Rename or reorder stages to match your process — our team configures the pipeline with you during setup.
- 01
New enquiry
Lead from an ad form, WhatsApp or Instagram, opened with technique of interest and source.
- 02
Photos received
Front, top, back (donor) and side photos complete, ready for the doctor's assessment.
- 03
Plan sent
The doctor's graft estimate, technique and package sent; a follow-up date is assigned.
- 04
Deposit & travel
Deposit taken; surgery date, hotel and transfer details added to the record.
- 05
Surgery day
Procedure completed; wash day and first check-up notes recorded.
- 06
Recovery follow-up
Periodic progress photos and satisfaction follow-up as results develop over the months.
Hair-transplant-specific fields on every patient record.
Technique, graft estimate, donor photos and hair-loss stage can't be reported on if they live in a notes box. In MedicalGrow you define them as custom fields, then filter and report on them.
- Technique — DHI
- Doctor's graft estimate — 3,000–3,500
- Hair-loss stage — Norwood IV
- Donor photo — Received
- Previous transplant — None
- Surgery date — December 2026
- Preferred language — Deutsch
Germany · German
Custom fields
- Technique
- DHI
- Doctor's graft estimate
- 3,000–3,500
- Hair-loss stage
- Norwood IV
- Donor photo
- Received
- Previous transplant
- None
- Surgery date
- December 2026
Photos from every angle, on one patient record.
When a patient sends front, top, back and side photos on WhatsApp, the attachments stay in the conversation history on their record. For the doctor's assessment and post-op progress photos, you use patient folders in Media Storage.
- Conversation attachments are kept with the patient record — the photo history survives agent changes
- Before and after folders in Media Storage, so progress is compared in one place
- Use roles and permissions to limit access to patient photos to the people who need it
- Only use result photos in marketing with explicit consent; review your KVKK and GDPR policy with us during setup
Jonas Weber
WhatsApp · German
Talk to hair transplant patients from Europe and the Gulf in their language.
Turkey-based hair transplant clinics commonly see patients from the UK, Germany, the Netherlands, France and Italy, as well as the Gulf states. With high ad volume, speed and correct assignment make the difference.
Country and source tags
Which market, campaign and ad set brought the patient — visible on the record and in reports.
Agents by language
German, French, Italian or Arabic-speaking agents see their own patients; assignment rules are configured during setup.
Replies across time zones
Conversation AI answers night-time enquiries and sends photo instructions; an agent takes over in the morning.
Every channel in one inbox
WhatsApp, Instagram DM, Messenger and web chat in one shared inbox; Meta and TikTok lead forms arrive as patient records with their source.
Four numbers a hair transplant clinic manager should check every week.
Tracked with Reporting, pipeline stages and custom-field filters — by source, agent and technique.
Complete photo rate
What share of enquiries sent every angle, donor area included?
First response time
How fast was the ad enquiry answered? At high volume, this is where clinics win or lose.
Plan-to-deposit conversion
How many graft plans turned into deposits — by market and by agent.
Recovery follow-up
Share of post-op patients with periodic progress photos collected.
Frequently asked questions
How do we get complete donor-area photos from patients?+
Add your photo instructions to the knowledge base and saved replies. Conversation AI or the agent tells the patient which angles are needed in their language, and the record only moves to "Photos received" once every angle is in.
Does the AI assistant give graft counts or prices?+
No. A graft estimate needs a doctor's assessment. Conversation AI does not give graft counts, diagnoses or final prices; it asks for photos, shares general information and books a consultation.
Do photos sent by Instagram DM reach the panel?+
Yes. Instagram DM, WhatsApp and Messenger conversations land in the shared inbox with attachments and merge on the same patient record. Instagram post comments do not reach the inbox.
How do we manage follow-up that runs for months after surgery?+
In the "Recovery follow-up" stage, check-up dates live in the calendar and photos on the record and in Media Storage. Overdue patients stay visible through filters and AI CRM Chief alerts.
We have many agents — do we pay per user?+
No. MedicalGrow has no per-user fees — every agent, doctor and assistant is added as an unlimited user. Permissions can limit each agent to their own patients.
Related features and solutions
Move every hair transplant enquiry to a complete photo set and a booked surgery.
Unlimited users, flat price per clinic. Our team helps you set up.