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The Business
Overview

Manual Processes. Endless Spreadsheets.

When FMCC first launched their 3D ultrasound service, “Nurture”, they quickly realized their existing administrative process couldn’t handle the added complexity. Their main hurdles included:

FMCC needed a modern, all-in-one system to handle every aspect of this new service—without sacrificing the compassionate care their patients expect.

  • Messy Scheduling: Appointments were booked manually by phone, leading to phone tag, scheduling conflicts, and wasted time.
  • Waivers & Paperwork Overload: Patients needed to sign multiple forms before their 3D ultrasounds. Handling paper waivers and handwritten notes became cumbersome and prone to error.
  • Payments in Multiple Systems: Collecting payments over the phone or on-site meant juggling spreadsheets, payment terminals, and reconciling transactions after each appointment.
  • Fragmented Communication: With PDFs, phone calls, emails, and spreadsheets all in different places, FMCC’s front-desk staff spent countless hours ensuring patients had the correct instructions and completed forms on time.
  • Inefficient Follow-Up: After the ultrasound, FMCC wanted to send results, reminders, and post-visit surveys to measure satisfaction. Doing this manually for hundreds of patients was near-impossible.

One Unified System for Scheduling, Payments, and Automation

Enter Personify—the all-in-one marketing and automation platform that consolidates CRM, scheduling, communication, and payments into a single, streamlined hub. FMCC used the following Personify features to eliminate manual processes and create an exceptional patient experience:

Funnel & Landing Pages

Guided Patient Journey: FMCC built a custom funnel that walks patients through each step—selecting an appointment time, signing waivers, making a payment, and receiving pre-visit instructions.
Clear, Engaging Design: No more clunky PDFs or confusing links. Every page was tailored to FMCC’s brand, preserving their unique warmth and trust factor.

Calendar Booking & Scheduling

Real-Time Availability: Personify’s calendar syncs in real time to prevent double-booking. Patients pick from available slots, and the system automatically updates the staff’s schedule.
Automated Reminders: Email and SMS reminders ensure patients show up prepared, drastically cutting down on no-shows and last-minute confusion.

Workflow Automations

End-to-End Follow-Up: Personify’s workflows send customized pre-visit instructions, collect waivers, and trigger a reminder sequence (via SMS and email) leading up to the appointment.
Post-Visit Communications: Once the ultrasound is complete, the system sends a heartfelt thank-you note, links to additional resources, and optional surveys to gauge patient satisfaction.

Payments & E-Signatures

Seamless Checkout: Patients pay for their 3D ultrasounds online—no phone calls or in-office transactions required.
Legally Compliant E-Signatures: Digital wai1`vers and forms are completed before appointments, so everything is in place by the time patients arrive.

Contact Management (CRM)

All Data in One Place: Personify’s CRM logs each patient’s appointments, payments, signed waivers, and communication history under a single record.
Faster Staff Coordination: FMCC’s front-desk team can quickly see where a patient is in the process—no more flipping between spreadsheets or physical files.

Fewer Headaches, Happier Patients, and a Streamlined Practice

By leveraging Personify’s suite of features, Fertility & Midwifery Care Center experienced transformative results:

  • Time Savings & Efficiency: FMCC’s front-desk team freed up dozens of hours per week by offloading scheduling, payment processing, and paperwork to Personify’s automated workflows.
  • Better Patient Experience: Self-service booking, digital waivers, and automated reminders gave patients a smooth, modern way to schedule 3D ultrasounds—no phone tag or lost paperwork.
  • Increased Conversions: Online booking reduced friction and boosted the number of scheduled appointments. Patients could finalize their ultrasound session whenever it was convenient.
  • Accurate & Comprehensive Data: With payments, calendars, and waivers all tracked in one CRM, FMCC has an organized database of patient interactions—helping them refine services and stay engaged with families long after their ultrasound.
  • Maintaining Compassionate Care: By cutting busywork and automating repetitive tasks, FMCC’s staff can now spend more time providing the personal, heartfelt care their patients love.

Key Takeaways

Switching from phone-based booking to online calendar integration removes appointment chaos.

Collecting waivers and payments up front means more efficient appointments and less clerical work.

Personify’s all-in-one CRM ensures real-time visibility on payments, forms, and messages.

Timely reminders and nurturing follow-up keep patients informed, prepared, and appreciative.

Ready to Simplify Your Service Workflow with Personify?

Personify is the all-in-one marketing and automation platform that consolidates CRM, scheduling, payment processing, and communication into a single, powerful system. If you’re tired of juggling multiple tools and spreadsheets, it’s time to streamline—and give your team the freedom to focus on what you do best.

Schedule a Demo or Contact Us now to see how Personify can transform your customer (or patient!) experience—just like it did for Fertility & Midwifery Care Center.