Organizing communication, billing, and administrative processes at Studio Terapii Łódź
A growing psychotherapeutic practice needed greater control over patient communication as well as administrative and financial processes. Theraplo provided a flexible operating system that automates key processes and grows with the organization.
Client Profile
Studio Terapii Łódź is a growing psychotherapeutic practice operating in a team model.
The practice operates in multiple locations, offering diverse forms of work with patients. With the growth in the scale of operations, there was a need for greater control over patient communication as well as administrative and financial processes.
The key challenge was not just handling the calendar or appointment bookings, but managing repetitive processes surrounding visits - communication, payments, settlements, and precisely adapting them to the specifics of the team's work.
- Therapists
- 25+
- Locations
- 3
- Operating Model
- Team-based
Operational Challenges
As the practice grew, the key problem ceased to be just handling the calendar or booking visits. The biggest challenge proved to be managing repetitive processes surrounding the visits.
- Lack of flexible communication configuration
Inability to precisely manage when and how patients receive notifications - without distinction for channels, context, or appointment type.
- Manual handling of unpaid visits
Necessity of manually contacting patients regarding overdue payments, which consumed time and caused delays.
- Scattered billing processes
Time-consuming invoicing requiring manual data entry and maintaining documentation in multiple places.
- Limited customization capabilities
Lack of ability to adapt the system to the real needs of the team and the specifics of the practice's operations.
Previously used solutions did not allow for sufficient automation of these areas nor their precise adaptation to the specifics of the studio's work.
Implementation Goals
The goal of the Theraplo implementation was to create a consistent, flexible operating system.
Full control over communication
Enabling precise configuration of patient communication by channel, context, and message type.
Billing automation
Limiting manual payment handling and settlements through intelligent process automation.
Automated administrative processes
Automation of repetitive tasks related to handling visits and documentation.
A system growing with the organization
A platform capable of further development alongside the practice's growth, without technological limitations.
Solutions Applied
Theraplo provided a set of configurable functions and dedicated extensions, adapted to the team's real needs.
Configurable patient communication
Full control over communication - distinction of channels (email, SMS), appointment context (online/offline), and message type (confirmations, reminders, administrative info).
Results achieved:
- Precise message segmentation
- Elimination of unnecessary notifications
- Better organization of patient contact
Automatic payment reminders
Advanced system of automatic reminders for unpaid visits - from prevention to escalation. A turning point in the studio's daily operations.
Results achieved:
- Significant reduction in manual payment contact
- Organized debt collection process
- Reduction of administrative burden
Automatic billing and invoicing
Full automation of financial processes - from settling visits, through document generation, to data consistency between appointments and accounting.
Results achieved:
- Elimination of manual invoicing
- Financial data consistency
- Administrative time savings
Turning point: automatic payment reminders
Expansion of functionality to meet the studio's real needs. The automatic unpaid visit reminder system significantly changed how payments are handled - limiting the need for manual patient contact, organizing the debt collection process, and reducing the team's administrative burden.
For the studio, this was a functionality that became a turning point in daily operations. This mechanism not only saves time but eliminates awkward conversations about payments and significantly improves settlement timeliness.
Implementation Effects
After implementing Theraplo, Studio Terapii Łódź gained a consistent operating system supporting the team's daily work.
- Organized communication process
- Predictable and controlled communication with patients, adapted to context and preferences.
- Automated billing
- Significant reduction in manual payment handling and accounting processes.
- Consistent administrative system
- A central place for managing all operational processes of the practice.
- Flexibility and growth
- A system that grows with the practice instead of limiting its development.
The system ceased to act solely as a tool for booking visits and became a central element in managing the studio's operational processes.
“Theraplo gave us full control over communication and payments. Automatic reminders for unpaid visits were a game changer - they save us a huge amount of time and eliminate awkward conversations.”
Summary
The implementation of Theraplo at Studio Terapii Łódź shows the importance of system flexibility in the context of a growing therapeutic practice.
The key value proved to be not the number of features, but the ability to adapt them to real organizational processes.
This case study is an example of implementation for practices that:
- Want to organize communication with patients
- Are looking for real billing automation
- Need a system that grows with them instead of limiting further development
Need a flexible system for a growing practice?
Theraplo is a system that adapts to your processes and grows with your organization. Schedule a demo and learn how we can improve your practice.