An IVF clinic CRM for careful, private communication on a sensitive journey.
IVF, ICSI and egg freezing enquiries land in one shared inbox. The couple's test results, online consultation, cycle-based protocol calendar and outcome follow-up live on one record — visible only to the authorised team.
Unlimited users · flat price per clinic
Laura Becker
Rachel Adams
Sophie Turner
Julia Wagner
Marie Peeters
Mariam Al Kuwari
Emma de Vries
Claire Moreau
An IVF patient isn't a customer — it's a couple writing with hope. Communication has to reflect that.
Privacy on personal phones
Test results, previous cycles and private conversations sit in agents' personal WhatsApp chats. Nobody knows who can see what.
A long, multi-step process
Tests, consultation, protocol start, treatment, outcome — and sometimes another cycle. Over months, dates and owners get lost.
Two people, scattered records
Sometimes she writes, sometimes her partner does; the partner's tests are in a different chat. The team can't see the full picture and asks the same questions again.
From IVF to egg freezing, every enquiry is tracked with treatment, tests and cycle details.
IVF patients usually share their history, test results and worries, and expect communication that is consistent, patient and in the right tone. In MedicalGrow the enquiry is tagged with the treatment, tests are collected and the journey moves step by step on the same record.
- Common treatments: IVF, ICSI, egg freezing, embryo freezing and frozen embryo transfer, preimplantation genetic testing (PGT)
- Typical questions: which tests do I need, how much can be done at home, how long do I stay, when should my partner come
- Conversation AI never gives success rates, diagnoses or final prices — it asks for test results and books a doctor consultation
- Make your answer clear in the knowledge base for treatments not offered in Turkey by law (e.g. donor eggs or sperm)
- ICSI
- IVF
- Egg freezing
- Frozen embryo transfer
- PGT
Source markets and languages
Recommended patient pipeline for IVF clinics
Rename or reorder stages to match your process — our team configures the pipeline with you during setup.
- 01
New enquiry
Lead from a form, WhatsApp or Instagram, opened with treatment interest, source and contact preference.
- 02
Tests received
Her and her partner's test results and previous cycle reports received, ready for the doctor.
- 03
Consultation
Online doctor consultation with the couple done; recommended treatment and notes saved to the record.
- 04
Protocol & calendar
Deposit taken; cycle-based start date, at-home steps and travel plan agreed.
- 05
Treatment
In-clinic monitoring, procedure and transfer days in the calendar; companion and stay details recorded.
- 06
Outcome & follow-up
The outcome is shared with care by the doctor or coordinator; next steps planned if needed.
IVF-specific fields on the record.
Treatment type, previous cycles, partner tests and contact preference left in a notes box mean more mistakes and weaker privacy. In MedicalGrow you define them as custom fields and limit access with permissions.
- Treatment — ICSI
- Age — 37
- Previous cycles — 2 cycles
- Partner tests — Semen analysis received
- Contact preference — Messages only
- Cycle start — February 2027
- Assigned coordinator — Zeynep Arslan
Germany · German
Custom fields
- Treatment
- ICSI
- Age
- 37
- Previous cycles
- 2 cycles
- Partner tests
- Semen analysis received
- Contact preference
- Messages only
- Cycle start
- February 2027
Test results and reports stay private, with the right people.
When a couple sends test results and previous cycle reports by WhatsApp or email, the attachments stay in the conversation history on their record. Documents for the doctor are organised in the couple's Media Storage folder, with access limited to the relevant team.
- Conversation attachments are kept with the patient record — no private documents left on personal phones
- Couple-based folders in Media Storage; doctor and coordinator look at the same documents
- Use roles and permissions so only the assigned coordinator and doctor can see the record
- Reproductive health data is special-category data: review consent and retention policies for KVKK and GDPR with us during setup
Laura Becker
WhatsApp · German
Couples from Europe and the Gulf, in their own language and the right tone.
Turkey-based IVF clinics commonly see patients from the UK, Germany, the Netherlands, Belgium and France, as well as the Gulf states. On a sensitive subject, speaking the patient's native language decides trust.
Country and source tags
Market and campaign sit on the record and stay credited to the right source, even over a long journey.
Coordinators by language
English, German, Dutch, French or Arabic-speaking coordinators see their own patients; assignment rules are configured during setup.
Careful replies across time zones
Use Conversation AI in suggestion mode: it drafts replies out of hours and a coordinator approves before anything is sent.
All of the couple's messages together
Whether she or her partner writes — WhatsApp, Instagram DM, web chat or email — conversations land in the shared inbox on the right record.
Four numbers an IVF clinic manager should check every week.
Tracked with Reporting, pipeline stages and custom-field filters — by source, coordinator and treatment.
Test collection rate
What share of new enquiries sent their own and their partner's test results?
Consultation attendance
How many booked doctor consultations did couples attend?
Consultation to protocol
How many couples moved from consultation to a protocol calendar?
First response time
How quickly — and by whom — was a sensitive first message answered?
Frequently asked questions
How do we protect our patients' privacy?+
Roles and permissions let you restrict a record to the assigned coordinator and doctor. Documents live on the patient record and in Media Storage, not on personal phones, and the contact preference (e.g. messages only) is kept as a field on the record.
Does the AI assistant give success rates or medical information?+
No. Conversation AI does not give success rates, diagnose or quote final prices. It shares general information, asks for test results and books a consultation. For sensitive conversations, use suggestion mode so every message is approved by a coordinator.
How do we track both partners?+
Keep the partner's name, phone and test status as custom fields on the same patient record. The partner's messages also appear in the shared inbox, so the team sees the whole picture on one record.
How do we manage a journey that lasts months and may need more than one cycle?+
Every stage has an owner and a date in the pipeline. Cycle start and transfer days live in the calendar, and couples waiting for their next step stay visible through filters and AI CRM Chief alerts.
Is there an extra fee for doctors and the embryology team?+
No. MedicalGrow has no per-user fees — doctors, coordinators and relevant team members are added as unlimited users. You decide who sees what with permissions.
Related features and solutions
Give every couple a careful, uninterrupted journey.
Unlimited users, flat price per clinic. Our team helps you set up.