How can a multi-branch dental network coordinate 6 clinics without misplacing patient medical histories? The specialized Lark digital transformation deployed by HILAB has resolved this administrative challenge. This implementation successfully automates the flow of prospective patient data from digital ads directly to the front desk.
Thuy Anh Dental Clinic is a premier brand in advanced orthodontics and implantology. Handling tens of thousands of visits annually, the clinic network needed to upgrade its manual databases. Therefore, the executive board collaborated with HILAB to digitalize their patient workflows.
1. Project Overview
Thuy Anh Dental Clinic operates a premium medical network across Hanoi and surrounding cities. The total workforce includes over 100 doctors, nurses, and customer support representatives.
HILAB delivered this digital transformation project as a fixed-cost package within 2 months. Specifically, we analyzed their clinical workflows and configured secure databases on Lark Suite. As a result, treatment records and booking schedules are now synchronized across all clinic locations.
2. Operational Challenges & Pain Points at Thuy Anh Dental Clinic
Before partnering with HILAB, Thuy Anh Dental Clinic struggled with fragmented databases. Staff members communicated task details primarily through Zalo chat threads.
Specifically, the system faced several major bottlenecks:
- Delayed response to ad inquiries: Lead details from digital campaigns were typed manually into Excel. Consequently, consultants responded slowly, leading to high booking cancellation rates.
- Scattered patient records: Individual clinics managed patient files on separate spreadsheets. Therefore, doctors could not access treatment histories when patients visited different branches.
- Complex medical shift tracking: Managing schedules, attendance, and monthly payroll for y-doctors and nurses was processed manually. This manual workflow led to administrative errors.
In conclusion, the root cause was the absence of a unified database. These isolated information silos between clinics reduced overall customer care quality.
3. HILAB's Solution: Connected Lark Digital Transformation
HILAB proposed a comprehensive Lark digital transformation to establish a unified cloud environment. We replaced disconnected spreadsheets with an integrated database system.
The new system integrates 3 key modules: MiniCRM on Lark Base, automated lead syncing from Facebook Ads, and shift management. Therefore, the management team monitors clinic conversion rates on a centralized Dashboard.
4. Execution & Key Features
We configured and optimized Lark Suite features to resolve Thuy Anh Dental's specific pain points:
- Automated Facebook leads sync: We integrated advertising APIs to push leads directly to Lark Base CRM. Consequently, consultants contact prospective patients in under 5 minutes.
- Centralized patient directory: Treatment histories, X-rays, and appointment bookings are logged on Lark Base. As a result, doctors at any clinic branch access accurate data instantly.
- Digitalized clinical timesheets: Staff check-ins and shift schedules are managed via GPS-based attendance on Lark. Therefore, payroll calculations are automated, reducing administrative overhead by 90%.
The new digital workspace provides a highly professional collaboration environment. Team members coordinate clinical duties and manage appointments directly on their mobile phones.
5. Technology Stack & Delivery Team
| Layer | Applied Technologies |
|---|---|
| Platform | Lark Suite |
| Database & Sheets | Lark Base |
| Workflow & Automation | Lark Flow, Lark Approval |
| Visualization | Lark Dashboard |
- HILAB Delivery Team: 1 PM · 1 BA · 1 Lark Solutions Architect · 1 QA Engineer.
6. Results & Call to Action (CTA)
The digital transformation project achieved outstanding results:
| Metric | Before Digitalization | After Lark Digital Transformation |
|---|---|---|
| Ads lead response time | Took 30 minutes to 1 hour on average (due to manual lead copying). | Leads synced instantly; CSKH responds in under 5 minutes. |
| Customer data synchronization | Scattered across 10+ Excel files, causing booking errors. | Centralized on Lark Base with automated scheduling updates. |
| Reporting and consolidation | Took 2-3 days of manual compilation from all branches. | Dashboard updates performance metrics in real-time. |
By digitalizing clinical and scheduling workflows, Thuy Anh Dental Clinic sets a new benchmark for patient care. Seamless data access ensures that every patient receives prompt, personalized treatment across all clinic locations.
Is your business facing multi-branch operational bottlenecks? Discover HILAB's Software Development Services and our specialized Lark digital transformation services. In addition, explore our automated solutions like Markee AI and HiChat. Contact HILAB today to start your customized digitalization journey.
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