Streamlining team workflows and automating marketing processes at Widoki Psychotherapy Center
A Warsaw-based therapy center working in a team model needed to streamline administrative work and organize communication and marketing processes. Theraplo delivered a flexible solution that genuinely supports the organization's growth.
Client Profile
Widoki Psychotherapy Center is a Warsaw-based therapy center working in a team model, encompassing many specialists and a wide range of services.
The center employs a team of qualified specialists from various fields - psychologists, psychotherapists, psychiatrists, and sexologists. Therapists work in multiple psychotherapeutic modalities, including psychodynamic, systemic, cognitive-behavioral (CBT), integrative, Gestalt, as well as EMDR and psychotraumatology.
Along with the organization's growth, it became crucial to streamline administrative work and organize communication and marketing processes.
- Specialists
- 40+
- Locations
- 4
- Work Model
- Team-based
Starting point: A system sufficient for the start, but insufficient for growth
For a long time, the Widoki Center used the NaKiedy system. This solution worked at a basic level, but as the team and patient count grew, it began to reveal its limitations.
The team also considered other systems available on the market, but the lack of flexibility and the inability to genuinely adapt to the center's specifics proved to be a disqualifying factor.
Biggest Challenges
Key problems that required solutions in the context of a growing therapy center.
- Excessive administrative burden
A significant portion of the administrative team's time was consumed by manual processes and team coordination.
- Lack of marketing automation
Marketing relied on isolated actions without systemic automation or data analysis.
- Limited ability to react
No tools available to proactively identify patients who discontinue therapy.
- No consistent online payment process
Accepting online payments required additional tools and was inconsistent with the center's visual identity.
Implementation Goal
The goal of the Theraplo implementation was to create a solution that genuinely supports the organization's growth.
Real improvement in teamwork
A system supporting the entire organization, not just the calendar function.
Administrative relief
Relieving the administrative team of a significant portion of manual duties.
Marketing automation
Enabling the automation of key marketing processes.
Flexibility and integrations
Ensuring flexibility in payments and integrations with external tools.
Implemented Solutions
After migrating to Theraplo, a series of solutions tailored to the center's specific needs were implemented.
Streamlining administration and teamwork
The system was customized to reduce manual administrative tasks, organize communication regarding appointments, and provide a consistent view of the entire team's workflow.
Results achieved:
- Significant reduction in manual administrative tasks
- Organized internal communication
- Clear view of the entire team's work
Marketing process automation
Automatic post-visit messaging, mechanisms to identify patients dropping out of therapy, and workflows for organized responses to these signals were implemented.
Results achieved:
- Data-driven marketing, rather than intuition-based
- Automatic identification of patients ending therapy
- Organized retention processes
Dedicated payment page
A dedicated payment page was prepared, consistent with the center's visual identity and tailored to its processes.
Results achieved:
- Simplified appointment payment process
- Better user experience
- Consistency with the center's brand
Integration with Google Ads and Pixel
A dedicated connection with Google Ads and ad pixels allowed linking advertising actions with actual bookings.
Results achieved:
- Linking ads to actual bookings
- Organized analytical processes
- Data-driven marketing decisions
Proactivity and reaction speed of the Theraplo team
During the collaboration, the proactive attitude of the Theraplo team and very fast response time to operational problems proved particularly important.
Example: Issues with the Przelewy24 payment system
- An alternative solution was proposed
- Transition to PayU was executed in a very short time
- Payment continuity was maintained without downtime
Impact: For the center, this was real business value, not just technical support "on paper".
Implementation Effect
After implementing Theraplo, Widoki Psychotherapy Center gained a consistent solution supporting the organization's growth.
- Significant administrative relief
- Administration can focus on patient care instead of manually "stitching" processes together.
- Improved team collaboration
- A consistent system supporting communication and coordination of the entire therapeutic team.
- Automated marketing processes
- Marketing ceased to be a collection of isolated actions and became a process based on data and automation.
- Flexible system growing with the organization
- A platform capable of developing alongside the needs of a growing center.
Theraplo became not just a booking system, but a platform supporting the operational and marketing functioning of the center.
Summary
The Widoki Psychotherapy Center case study shows that in growing centers, the key is not the number of features, but:
- System flexibility
- Provider's reaction speed
- The ability to genuinely support the team in daily work
This is an implementation example for organizations expecting more from a system than just "another online calendar".
Theraplo supports not only booking management but comprehensively aids the growth of the entire organization - from process automation, through marketing, to proactive technical support.
Looking for a system that genuinely supports growth?
Theraplo is more than an online calendar - it's a platform that grows with your organization. Schedule a demo and see how we can support your center.