International Patient OS: from the first message to the closing of the incentive file

A medical tourism CRM is software that manages, in one record, the patient communication, quote and case process, travel plan and per-case finance of clinics that treat patients from abroad. It differs from a general CRM in that the work does not end when the quote is accepted: flights, hotel, transfers, surgery, follow-up and the incentive file (the application record for government support) are tied to the same patient. International Patient OS is a medical tourism CRM that runs these steps on a single case record.

• Patient coordinator: messages from WhatsApp, email and forms in one inbox; response time is measured, every conversation is linked to a case.
• Surgeon: the day's surgery and follow-up list, the patient's medical profile, photos and test results awaiting review.
• Operations team: a board where flights, hotel, transfers and surgery appear on the same day.
• Driver: the day's transfers in order, on the phone; every step (departed, met, dropped off) reaches the coordinator at once.
• Finance: per-case revenue, cost and contribution margin; multiple currencies with the exchange rate frozen on the line.
• Incentive officer: pre-approval, application, expense pool and double-funding checks.

One inbox and multilingual communication

Every message from WhatsApp Business, email and the web form lands in the same inbox. Team assignment, tags, response-time targets and internal notes sit on the same conversation. If the patient's language is different, the original text, the translation and any correction are stored as separate versions; who corrected what is not lost.

Voice notes and transcripts

A clinician leaves a note by speaking and the recording is turned into text. What comes out is a draft: it waits in a review queue and does not leave it until a clinician has read it and said it is right. The queue is not an archive — it shows only what has not been decided on, so decided items do not bury the ones that need somebody. A transcript is translated into the patient's language when it needs to be.

From lead to case

An incoming message becomes a lead, and the lead becomes a case. The case moves through a state machine: which stage can follow which is defined in code and cannot be skipped. The medical profile, consent versions, photos and test files are attached to the case; viewing and downloading are separate permissions.

Surgeon review, quotes and packages

The surgeon reviews the file, writes the suitability note, and a task falls to the coordinator. The quote is generated from a package, a discount requires approval, and the accepted quote is frozen on the case together with its price.

Surgery, travel and the field

When surgery is scheduled, conflicts are refused at database level. The flight record carries the time zone of both ends and the PNR is masked; for hotels, the cost and the price charged to the patient are kept separately, so the margin is visible as it is. For transfers, the driver sees only that day's manifest, not the whole case.

Finance and incentives

The payment record is an immutable ledger; the same receipt is never posted twice. The exchange rate is chosen for the day of the transaction and frozen on the line; it does not change afterwards. On the incentive side, regulations are not hard-coded; they are held as versioned data, so when a rule changes, past calculations are not broken. A salary month cannot be claimed twice, and double funding is checked.

Partner and agency commission

Who sent the patient, what they are owed for it and what is still to pay sit on one screen. Agencies, referring doctors and partners are defined with their commission plans; a case is attributed to a partner and the commission accrues against the accepted quote, passes through approval and is paid. A case that has been paid cannot be quietly re-attributed to another partner; the record locks.

Complications and clinic health

A complication is opened on the case's own register and its status moves there. Complications that are open across the clinic are also listed in a single queue: answering "which of our patients is in treatment for a complication right now" does not require opening every case.

The clinic health board says what this clinic should do differently today — operational work, not a connection error or a provider response. Technical detail lives on a separate screen under a separate permission; a clinic manager is not shown a raw failure dump.

Patient portal

Patients see their own journey, in their own language, on their own screen: their dates, their documents, their quote, their payments and the messages they have written to the clinic. Visibility is off by default: nothing is visible to the patient unless the clinic explicitly opens it.

The documents and payments pages ask for a second factor, and that proof is renewed every ten minutes. The reason is the realistic threat: a phone left unlocked on a table. Downloading a medical document is not the same act as checking a flight time.

Desk work runs in the browser. For work in the field there is a separate mobile app — Patient OS Field: the driver's day, the surgeon's morning list and the coordinator's inbox. It has no advertising, tracking or in-app purchases; the clinic opens the account. It is not an app for patients: patients reach the clinic on WhatsApp and see their own records in the web portal.

A clinic can publish the platform under its own domain. The domain is added from an admin screen, the setup instruction is generated from that record itself and verification is carried out by the system; the address the patient sees is the clinic's own.

On the calendar side, a personal subscription link is generated so appointments appear in Google or Outlook. Only a digest of the link is stored, so the address is shown exactly once — if it is lost, a new one is issued and the old one stops working.

The interface is in Turkish and English. The infrastructure for German, French, Arabic, Russian, Italian and Spanish is ready and enabled on request.

The clinic-side legal texts are on the product's own domain: privacy, terms, support.

Deployment and licensing

It is enough to contact us with your clinic's name, monthly patient volume and the countries you receive patients from; your enquiry is answered with proposed times for a live demo.