Patient Management Software — One Record for Every Patient Journey

Planports is patient management software that keeps every enquiry, message, quotation and follow-up attached to a single patient record — so nobody has to ask a colleague what was promised last week.

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The Problem With How Most Clinics Track Patients

Ask a clinic where a specific patient stands and the answer is often a search through several places: a WhatsApp thread on someone's phone, an email, a note in a diary, a quote in a spreadsheet. Nothing is wrong with any single record — the problem is that no one place holds the whole story. A patient management system fixes that by making the patient record the centre of gravity.

What a Complete Patient Record Contains

  • Contact and background — details, language, country and how they first found you.
  • Full conversation history — WhatsApp, Instagram DM, forms and calls in chronological order.
  • Journey stage — where the patient stands: new enquiry, consultation, quotation, confirmed, treated, follow-up.
  • Documents and quotes — what was sent, when, and at what price.
  • Tasks and reminders — the next action and who owns it.
  • Ownership — which coordinator is responsible, so nothing sits unclaimed.

Continuity When People Change

Staff turnover is normal; losing the patient relationship should not be. When conversations happen on personal phones, they leave with the person. In Planports the history belongs to the clinic, so a new coordinator can open a record and see exactly what was discussed, promised and quoted before making the next call.

Follow-Up Is Where Revenue Is Recovered

Most patients do not say no. They go quiet, and without a system nobody notices. Automated follow-up rules surface patients who have not replied within a set time, remind them before appointments and check in after treatment. That turns follow-up from something people remember to do into something the system guarantees.

Patient Communication Where Patients Actually Are

Planports connects the official WhatsApp Business API and Instagram DM, so messages arrive in the same place as the record. Approved template messages can be sent in bulk to a segmented group — appointment reminders, aftercare instructions or a seasonal campaign — using WhatsApp bulk messaging rather than one-by-one typing.

What Management Can Finally See

With one record per patient, reporting becomes real: how many enquiries arrived, how fast each was answered, how many reached consultation, which coordinator converts best and which channel produced them. Detail is in reporting and analytics.

If your priority is capturing and converting new enquiries, see our healthcare CRM. If you need the wider operational picture — stock, tasks, pre-accounting — see clinic management software. For multi-department institutions, see hospital CRM. Speciality setups exist for dental, plastic surgery, hair transplant and international patient clinics.

Getting Started

Import your existing patient contacts, connect WhatsApp and set the journey stages your clinic already uses. The 14-day free trial runs on real enquiries with no credit card required. See pricing for plan details.

Frequently Asked Questions

Patient Management Software — Common Questions

Patient management software keeps everything about a patient in one record: contact details, the full conversation history across WhatsApp, Instagram and forms, which stage of the journey they are at, quotes that were sent, and the next follow-up task with an owner. It replaces the situation where the same patient exists in a phone, a spreadsheet and someone's memory.

No. An electronic health record or clinical system stores medical data: diagnoses, charting, prescriptions and treatment notes. Planports manages the relationship and the journey — enquiries, communication, quotations, follow-ups and conversion reporting. Clinics commonly run a clinical system for medical data and Planports for everything around it.

Yes. Records are shared, with ownership assigned so it is clear who is responsible, and role-based permissions control who can see what. Any authorised coordinator can open a record and see the full history, which is what makes handovers and holiday cover work without losing context.

Yes. Rules can flag patients who have not replied within a chosen period, send appointment reminders, and trigger post-treatment check-ins. The point is that follow-up stops depending on someone remembering and becomes part of the process.

Access is role-based, so staff only see records relevant to their role and administrators can revoke access immediately when someone leaves. Because conversations and details are stored centrally rather than on individual phones, the clinic keeps control of its own patient information.

Yes. Existing contacts can be imported so you start with your real patient base rather than an empty system. Most clinics complete the import, connect WhatsApp and configure their journey stages within a few days, and the 14-day trial is designed to be run with live enquiries.

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