Phones ring out during the morning rush, and missed calls rarely get returned.
FOR HOSPITALS AND CLINICS
Progbiz is CRM software for healthcare that collects every patient enquiry from calls, WhatsApp, and your website into one list your team can act on. It is built for hospitals, clinics, diagnostic centres, and home care teams that cannot afford to leave a patient unanswered.
Follow one patient's WhatsApp message from the moment it arrives. It goes to the right person, gets a reply, and sets a callback date.
A healthcare CRM is software that manages patient enquiries and follow-ups, from the first message to the visit and after. It does not hold clinical records like diagnoses or lab results. Those stay in your medical records system. The CRM handles the conversations around care: who asked, who answered, and what happens next.
Many patients are lost before they ever reach the OPD.
Phones ring out during the morning rush, and missed calls rarely get returned.
Patients message a staff member's personal WhatsApp, and the chat disappears when that person does.
A patient asks about a health check package, and nobody calls back.
Money goes into ads, but no one can say which campaign or doctor sent the patient.
PATIENT ENQUIRIES
Patients rarely use just one channel. They call, message, fill a form, or simply walk in. Progbiz puts every enquiry in one list, with its source attached. That is what patient enquiry management should look like.
A patient writes on WhatsApp after hours. Their first message opens an enquiry on its own, and the chat waits there for whoever starts the morning shift. It works with Meta's WhatsApp Cloud API, Wati, WhatAPI, and Bitespeed. This turns WhatsApp for hospitals into a team channel instead of one person's phone.
With 3CX connected, the caller's details appear on screen as the phone rings. If nobody picks up, the call still becomes an enquiry, and the recording stays attached.
Enquiries from Facebook and Instagram lead ads arrive as soon as they are sent, tagged with the campaign that brought them.
Your enquiry form filters out spam, and the patient gets an email confirming their request reached you.
Staff add walk-ins with a short form, and Progbiz warns them if the patient already exists. Older lists come in through Excel, and tools like Zapier can send enquiries in automatically.
Front Desk Features
Progbiz shows your reception team who needs a call, when, and why.
Calls, notes, quotes, and the next callback date sit in one history for each patient. Any staff member can open an enquiry and know exactly where it stands.
Call recording saves each conversation on the patient's record. The Call Desk lists every call, answered or not, including those handled by AI voice agents.
Tag each enquiry Hot, Warm, Cold, Not Connected, or Not Reachable, and update it after every call.
When an enquiry is lost, staff record the reason. Over time, patterns like cost, distance, or slow replies become clear.
Cost per enquiry and income per source appear side by side, with Facebook and Instagram spend pulled in each night. That is hospital lead management you can measure.
Separate lists show what is due today, what is late, and what is coming up, with late items in red, so no patient follow-up slips.
Pick a trigger, like a new enquiry or a saved quote, and Progbiz sends a WhatsApp, email, or SMS by itself, with each message logged.
Move all of one person's enquiries to a colleague in a single step, with their reminders included.
See enquiries, bookings, and reply speed for every staff member and branch, ready to export to Excel.
Reply Speed
A patient who waits too long often calls the next hospital.
New enquiries are shared out by turn or by branch. The staff member and the manager both get a phone alert.
Someone who enquired before goes back to the staff member they spoke with last time.
Set a limit, like 10 minutes. If it passes, an alert goes out, and the enquiry can move to someone free.
Keep enquiries from a high-value source, like corporate health checks, visible only to the team that handles them.
Quotes and Invoices
A patient asks what a maternity package costs. Staff open the enquiry and create a quotation in one click, using the branch's own template and tax rules. The PDF goes out on WhatsApp or email. When the patient agrees, the quote becomes an invoice, so patient billing starts from the same record. If your accounts also run on Progbiz, the ledger updates without extra entry.
AI FOR YOUR TEAM
Calls recorded on the mobile app or 3CX get an AI review.
It rates how ready the patient seems to book (Hot, Warm, or Cold) with a confidence level from 1 to 10.
It also rates the staff member on tone and on handling difficult questions.
Each call gets a summary and a coaching tip.
Scores are advice only and never change what staff recorded.
You pay only for the calls you score, and you can see the cost of each one.
Type a question like "How many enquiries came from the eye camp ad this week?" and get the answer. Each user sees only what they are allowed to see.
Referrals and Home Visits
Progbiz shows which doctors send you patients and proves that home visits were done.
CRM and Tasks Together
The CRM and visit tracking work as one system, so nothing falls through the gap between reception and the field team.
A promised callback becomes a task on the right day, with the reminder already set.
A booked package can create the visit or sample collection task by itself, linked to that patient's record.
A patient complaint is logged as a task and passed between teams with its full history intact.
Enquiries handled and visits completed are measured together, so you see the whole day in one place.
THE PATIENT JOURNEY
A patient reaches out on WhatsApp, by phone, through your website or an ad, or at reception. The enquiry is saved with its source and assigned to a staff member.
The staff member calls back, grades the enquiry, and sends a quote if the patient asks about costs.
The OPD visit or home collection is booked as a task. Staff start it, pause it if needed, and finish it, with the time and place saved.
The invoice goes out, reports update, and the next follow-up date is set, like a review in six months.
Mobile
Not everyone on your team sits at reception. The Progbiz mobile app gives each role what it needs, whether they are at a patient's home, between branches, or on the move.
Security
Patient data security is built into how Progbiz stores and shows information.
One hospital's records can never be reached from another's.
Every page checks permission. Removing a role removes access everywhere.
Sensitive enquiry sources can be shown to selected teams only.
Access can be cut off immediately when a staff member leaves.
Forms and incoming connections are verified and limited to block spam.
Files and recordings stay on systems Progbiz controls.
GETTING STARTED
Your owner login and branches are created.
WhatsApp, 3CX, Facebook, and your website are connected, each usually in minutes.
Enquiry sources, callback statuses, and visit templates are set to your process.
Your team gets one training session, with sample data ready to practise on.
Most teams are using it within a week.
Multi-Branch
CRM software for hospitals with several branches must keep each branch's patients separate while giving management the full picture. Progbiz works this way from the first day. Branch managers see their branch, reception staff see their own enquiries, and owners see the whole multi-branch hospital group on one screen. For a single location, the same system works as a clinic CRM, with nothing taken away.
Price
The price depends on how many staff use it and which modules you choose. The CRM and the visit tracking module can be bought together or separately. Ask for the plan sheet to see what each plan includes.
How to Choose
Ask three questions before you decide:
If all three answers are yes, you have found the right fit. See the full list of features in Progbiz CRM.
Comparison Table
| Without a CRM | With Progbiz CRM |
|---|---|
| Patient chats on personal phones | Every chat saved on a shared record |
| Callbacks remembered on sticky notes | Reminders on the day, late ones in red |
| Unanswered calls disappear | Each one turns into an enquiry to return |
| Ad budget spent without proof | Cost per enquiry shown for every source |
| Home visits taken on trust | Time and location saved for every visit |
Here's what our customers experienced.
Every enquiry used to live in someone's notebook. Now nothing gets missed. Joby Sir from Lazzaro Academy shares how Progbiz CRM changed the way his team handles student inquiries every lead captured, every follow-up on time, and full visibility on which enquiries turn into admissions.
Answers to common questions about
our process, services, and how we work.
It is a system that keeps track of every patient enquiry, from the first call or message through to the visit and later follow-ups. It shows who is handling each patient and what the next step is. It works alongside your medical records system, not in place of it.
Customer relationship management software for healthcare makes sure no enquiry is forgotten. Every patient is assigned, called back on time, and tracked until they book or decline. Managers can see reply speed, lost reasons, and which sources bring patients in, and fix problems early.
Your team gets a reminder for every callback on the day it is due. Progbiz can also send a WhatsApp message to the patient automatically when an enquiry comes in or a quote is saved.
Yes. Each branch has its own templates and tax settings and sees only its own patients. Management sees all branches together. Reports can be filtered by branch, staff member, source, or date and exported to Excel at any time.
Yes. Add the referring doctor, clinic, or lab to each enquiry. Reports then show how many patients came from each referrer, how many booked, and how many were lost, so you know which referral relationships are growing and which need a conversation.
Each hospital's data sits in its own separate account, and staff see only what their role allows. Access ends the moment someone leaves. Files and recordings stay on systems Progbiz controls. Progbiz CRM is built by Progbiz Private Limited in Kannur, Kerala.
Yes. You can start a free trial without a card. Sample data is ready, so your team can practise real tasks, like logging a call or booking a home visit. You can also book a demo to see it set up for a hospital or clinic.
Progbiz CRM is built by Progbiz Private Limited in Kannur, Kerala. Our support team speaks your team's language and understands how hospitals here run day-to-day.