Client Overview
Our client, a mid-sized healthcare agency, provides a range of services including medical consultations, treatments, and wellness programs. With a growing patient base, they needed a custom CRM system to manage patient data, track appointments, store medical histories, and streamline communication between their staff and patients.
The client faced several challenges:
- Manual patient data entry led to time-consuming administrative tasks.
- Lack of centralized patient information made it difficult for staff to quickly access and update records.
- Appointment scheduling and follow-ups were often disjointed and prone to errors.
The Solution: A Custom CRM System Built with Formidable Forms
To address these issues, we decided to build a custom CRM system that would integrate seamlessly with the client’s existing WordPress website using Formidable Forms. Our goal was to create a user-friendly platform that could automate data entry, enhance staff efficiency, and improve the patient experience.
Key Features of the Custom CRM System
1. Patient Intake Forms
We created a multi-step patient intake form that collects critical patient information including:
- Personal details (Name, contact information, insurance).
- Medical history and current medications.
- Emergency contacts and consent for treatment.
The form was designed with conditional logic to display relevant fields based on user responses, ensuring that patients only saw the fields they needed to fill out. This helped reduce form abandonment and improved data accuracy.
2. Appointment Scheduling & Reminders
Formidable Forms was used to create a dynamic booking system where patients could:
- Select their preferred appointment dates and times.
- Specify the type of service they required (e.g., consultation, check-up).
- Receive automatic email confirmations and reminders before their appointments.
By automating the scheduling process, the client saw a 30% reduction in appointment cancellations and fewer scheduling conflicts.
3. Centralized Patient Database
We designed the CRM system to store all patient information in a secure database:
- Patient intake forms were directly linked to the database.
- Staff could easily search, view, and update patient records.
- The system automatically tracked and updated patient visit history, making it easy to reference past treatments and appointments.
4. Medical History & Consent Forms
Medical history and consent forms were integrated into the CRM system using Formidable Forms. These forms included:
- Custom fields for medical conditions, allergies, and previous treatments.
- Digital signatures for patient consent, ensuring legal compliance and reducing paperwork.
This integration allowed the client to store and manage sensitive data in a secure and organized manner.
5. Reporting and Analytics
We set up custom reporting features that allowed the client to generate:
- Patient activity reports, including visit history and current treatment status.
- Appointment attendance and follow-up tracking.
Staff could use these reports to track patient progress and improve service delivery.
The Results
After implementing the custom CRM system built with Formidable Forms, our client experienced significant improvements in both efficiency and patient satisfaction. Here are the key results:
- 30% reduction in no-shows: The automated appointment reminders and easy scheduling system led to fewer missed appointments.
- 50% reduction in administrative workload: Staff no longer had to manually enter patient data or chase down missing information.
- Enhanced patient experience: Patients appreciated the streamlined intake forms and the ability to book appointments online, making the process smoother and more convenient.
- Better data accessibility: With a centralized database, staff could quickly access and update patient records, improving communication and patient care.
Why Formidable Forms Was the Right Choice
Formidable Forms provided all the functionality we needed to build a secure, customizable CRM system for our client. The plugin’s:
- Flexible form-building capabilities made it easy to collect a wide range of data types.
- Conditional logic and multi-step forms enhanced the user experience for both patients and staff.
- HIPAA-compliant features ensured that all patient data was securely stored and transmitted.
- Seamless integrations with email, databases, and payment systems made it a one-stop solution for the healthcare agency.
By using Formidable Forms, we were able to create a tailored CRM system that helped the healthcare agency improve operations, increase patient satisfaction, and reduce administrative costs.