Automated booking and billing management for a psychology centre

The challenge

As the number of patients increased, Dr. Pier Paolo Faresin's Hippocampo psychology and neuropsychology practice was encountering serious difficulties in managing bookings and billing.

• Appointment management: reservations were made by phone or email, generating confusion, overlap and a heavy administrative burden.
• Billing: issuing and sending invoices were manual, time-consuming processes that were prone to errors or delays in checking payments.

These administrative tasks absorbed valuable resources, reducing the time available to care for patients.

The solution

Qabiria designed and implemented an integrated automation system to meet both needs.

1. Online booking system

   • Implementation of a platform that allows patients to book in real time based on available slots.
   • Synchronization with psychologists' Google calendars to avoid overlap and ensure up-to-date availability.
   • Activation of automatic email and SMS reminders to reduce absences.

2. Automated billing system

   • Automatic bill generation at the end of each session, with direct emailing to the patient.
   • Centralized storage of invoices for easier control of payments.
   • Automatic sending of reminders in case of non-payment, without manual intervention.

The result

The introduction of automations has had a significant impact on the operations of Hippocampo.

• Reduction of about 50 percent of time spent on administrative tasks.
• 30% reduction in patient absences, thanks to automatic reminders.
• More accurate and efficient billing, with 100% of invoices sent on time and effective payment tracking.
• Increased patient satisfaction, as patients appreciate the convenience of managing appointments online.