HealthTech Engineering Insight
In aesthetic clinics, digital advertising is often the primary source of new patients. However, many clinics struggle not with lead volume, but with what happens after a lead is generated.
Leads arrive from multiple ad platforms, are handled manually by consultants, and are rarely tracked all the way to actual treatment outcomes. As a result, clinics invest heavily in ads but lack a clear, reliable connection between marketing spend and real revenue.
This edition shares how Bespoke Soft JSC engineered an end-to-end lead-to-patient system for Khánh Hằng Aesthetic Clinic—designed to connect advertising data, conversion workflows, and clinical operations into one unified platform.
Engineering Problem Statement
From a system perspective, the clinic faced three core challenges:
- Fragmented data sources Ads leads lived in Facebook, Google, spreadsheets, and chat tools—with no single source of truth.
- No structured conversion pipeline Lead handling depended heavily on individual consultants, creating inconsistency and lost opportunities.
- Disconnected marketing and clinical data There was no reliable way to link ad campaigns to actual patient treatments or revenue.
System Architecture Overview
Bespoke Soft designed a modular architecture focused on data flow continuity rather than isolated tools.
1. Real-time Ads Lead Integration
- Direct API integration with Facebook Lead Ads and Google Ads Lead Forms
- Immediate ingestion into a centralized system
- Automatic data normalization and duplicate handling
This removed manual lead exports and ensured zero lead loss.
2. Lead Processing & Conversion Logic
We implemented a configurable lead pipeline tailored to clinic operations:
- Lead classification by service category
- Source attribution at campaign and ad group level
- SLA-based response tracking
- Automated task assignment to consultants
- Lead status transitions aligned with real consultation stages
From an engineering standpoint, this created a deterministic and auditable conversion flow.
3. Transition from Customer to Patient
Once a lead converted, the system transitioned the customer into a structured patient profile:
- Unified patient record
- Consultation history and treatment plans
- Appointment scheduling and reminders
- Post-treatment follow-up workflows
This ensured continuity between sales, medical consultation, and patient care.
Measured Outcomes
By stabilizing the system and reducing operational friction, the clinic achieved:
- Faster lead response times
- Higher lead-to-appointment conversion rates
- Clear visibility into which ad campaigns generated real patients
- Lower cost per acquired patient
- Improved consultant accountability and performance tracking
Importantly, growth became system-driven, not consultant-dependent.
Why This Model Scales Across Clinics
This solution was not built as a one-off CRM, but as a reusable system pattern applicable to:
- Aesthetic clinics
- Dermatology clinics
- Dental clinics
- Multi-branch healthcare chains
The architecture can be adapted to different service models, team sizes, and marketing strategies—while preserving a consistent data backbone.
Engineering Takeaway
In healthcare marketing, technology should not stop at lead capture. True digital transformation happens when advertising systems, conversion logic, and clinical operations are engineered as one continuous workflow.
At Bespoke Soft JSC, we focus on building these connected systems—where every data point contributes directly to operational clarity and sustainable revenue growth
