40% Boost in Operational Efficiency for a PRP Clinic Group with a Custom HubSpot MVP

About the Company

The client is a medical group that operates PRP (Platelet-Rich Plasma) clinics in Germany, the UK, and Dubai.

Summary

HubSpot Implementation for Health Industry

CloudCache Consulting helped a fast-growing PRP clinic group across Germany, the UK, and Dubai streamline their operations by building a custom MVP inside HubSpot. Using custom objects, automated workflows, and calendar integrations, we managed clinic bookings, doctor availability, and session spacing rules. Patient communications were automated through email and SMS using Twilio, while real-time Google Calendar sync ensured accurate scheduling. Custom dashboards provided insights into appointments, no-shows, and doctor performance. After successful testing in one location, the solution was rolled out across all clinics, resulting in a 40% increase in efficiency and a 30% drop in patient no-shows.

Customer Challenges

Despite having a bespoke booking system in place, the client encountered several limitations as their operations expanded internationally:

• Limited Scalability: The custom system didn’t scale well across regions and lacked real-time doctor availability tracking.
• Manual Coordination: Clinic staff were manually managing session spacing rules and appointment windows, increasing administrative workload.
• Inefficient Communication: There was no unified platform for automating patient reminders, follow-ups, or confirmations.
• Fragmented Data: Patient records, booking history, and communication logs were scattered across different tools, making reporting and follow-ups difficult.
• Lack of Real-Time Insights: The leadership team had minimal visibility into booking trends, doctor performance, and patient interactions.

Solutions

To solve the client's operational challenges, we developed a streamlined MVP inside HubSpot using a mix of automation, custom objects, and integrations.

• Custom HubSpot Implementation

We created custom objects for Clinics, Doctors, and Appointments to accurately map the client’s operational flow. Relationships between these objects allowed us to manage scheduling based on location, doctor availability, and treatment type.

• Smart Booking & Session Spacing

Using HubSpot workflows and calculated properties, we enforced session spacing rules, preventing double bookings and auto-blocking time before and after specific treatments.

• Patient Communication Workflow Automation

workflows were built for automation of appointment confirmations, after-treatment follow-ups, and reminders. Messages were personalized by clinic and treatment type, and delivered via email and SMS using Twilio integration.

• Real-Time Calendar Sync

We integrated Google Calendar with HubSpot to reflect real-time doctor availability. A custom sync updated schedules every 15 minutes, ensuring only open slots were available for booking.

• Custom Dashboards & Reporting

Custom dashboards tracked of HubSpot’s weekly reports helped clinic managers stay informed and improved decision-making. This MVP was tested in one clinic and then scaled successfully across locations, improving efficiency and patient engagement significantly.

Results

The MVP was successfully implemented in under 6 weeks and tested across two locations before a global rollout.

• Operational Efficiency Increased by 40%, Reduced manual scheduling and communication efforts across all clinics.

• Booking Errors Reduced by 70%, Automation eliminated double-bookings and missed confirmations.

• Patient No-Show Rates Dropped by 30%, Automated reminders and localized communication improved attendance.

• Centralized Visibility for Management, Stakeholders now access real-time dashboards for performance monitoring, reducing the need for manual reporting.

• Improved Patient Experience, Faster bookings, prompt follow-ups, and timely reminders led to positive feedback from patients.

Technology and Tools Used:

HubSpot, Twilio

Final Words

By leveraging HubSpot's flexibility, CloudCache Consulting helped the PRP clinic group build a scalable and intelligent booking system that supports their rapid growth across international markets. The MVP approach allowed the client to test core functions quickly, identify improvement areas, and transition to a fully HubSpot-powered clinic management solution—one that balances automation with personalized patient care.

As a result, the client now has a modern, data-driven infrastructure that ensures smooth coordination between doctors, staff, and patients—laying the foundation for future innovation in digital healthcare operations. Read our other happy clients’ reviews on Upwork.