Client & Challenge:
La Vid Clinic, an aesthetic medicine clinic that had just opened its first location, manually managed initial evaluations and post-treatment reviews, inventory (botulinum toxin, fillers, cosmeceuticals), and patient reminders/follow-ups across multiple channels. These tasks consumed more than 18 h per week, causing appointment overlaps, unexpected stock-outs, and communication delays that harmed the patient experience and limited the clinic’s expansion.
Our n8n Neural Network Solution:
We designed and implemented an n8n workflow ecosystem that: (1) automates scheduling by integrating the medical calendar with the booking site and sending multichannel confirmations/reminders, (2) synchronizes inventory every 10 min between the in‑house pharmacy software and accounting ERP, (3) segments patients with AI by clinical history and preferences to launch 100 % personalized follow‑up campaigns, and (4) detects no‑shows and re‑schedules automatically, freeing slots other patients can book in real time.
Implementation Details:
- Appointment pipeline: automatic confirmations, reminders, and rescheduling via WhatsApp Business and email
- Stock management: API sync pharmacy ↔ ERP + Slack alert when stock < 20 %
- AI segmentation: clusters by treatment type, date, and frequency enabling cross‑selling campaigns
- Absence prevention: risk scoring + double reminder 24 h and 2 h before
Quantified Results:
- 80 % reduction in administrative time (from 18 h to 3.5 h weekly)
- 97 % decrease in inventory and expiry errors
- 250 % faster patient response (from 12 h to 4 h average)
- €38,000 annual operational cost savings
- 45 % increase in patient satisfaction scores