Case study · Cognifraxis Medical Center · Private practice, 22 clinicians
Revenue up 28% in the first year, with the same team.
Cognifraxis is a private practice with 22 clinicians across three centres. We replaced five tools, twenty spreadsheets and paper diaries with one platform that feels like the spreadsheets they already used.
The challenge
Five tools, twenty spreadsheets and paper diaries.
A booking took ten to twenty minutes, moving between files. Capacity planning, clinician pay splits and absences were all managed by hand, and nothing reminded patients to turn up.
- Around twenty spreadsheets for weekly capacity planning.
- A separate booking app, a finance app, a bookkeeping tool and paper clinical records.
- Clinician revenue splits reconciled by hand every month.
- A 14% no-show rate, with no reminders.
What we did
Map how the practice ran, build one platform, and train the team on it.
How the practice ran
We followed bookings, planning, finance and patient records across all three centres.
- Every tool and spreadsheet listed
- The clinicians’ condition recorded: it had to feel like a spreadsheet
One platform
We built a single platform covering the whole practice.
- Dashboard of capacity, revenue and new patients
- Drag-and-drop weekly planner across all centres
- Digital patient records
- Payments split between clinic and clinician automatically
- Holidays and sickness visible to everyone, with patients reassigned
- Reminders by WhatsApp, Viber and SMS
Adopted by the clinicians
Because it looked like what they already used, the clinicians took it up. The reminder module followed in month four.
- Roles for clinicians, office managers and finance
- A full record of every change
The result
More patients seen, with the same team.
Capacity use rose from 65% to 83%, adding about 1,560 chargeable hours a month at no extra clinician cost. Annual revenue rose from €1.08m to €1.39m.
Reminders halved no-shows within ninety days. Weekly planning fell from two hours to fifteen minutes, and each booking from up to twenty minutes to under two.
The build paid for itself in month six, and the existing team absorbed all of the growth.
Capacity, revenue and patients, readable in a minute.
Every clinician, room and centre in one diary.
Paper retired.
Calculated at the moment of payment.
WhatsApp, Viber and SMS.
The platform and its code belong to Cognifraxis.