Is the platform yours, or a licensed system?

The platform is entirely Zep Bilisim's own software, built and maintained by us with years of health tourism operational know-how.

Can you migrate from my current CRM?

Yes. We import from Excel, legacy CRMs, Google Sheets or other sources with data cleanup and duplicate detection.

What's the pricing model?

Turnkey setup, ongoing support and platform usage are bundled. Pricing is per quote based on firm size.

How long does setup take?

2-4 weeks for a standard firm; 6-8 weeks for multi-market firms with larger teams.

What if my team doesn't adopt?

Adoption is our responsibility. Dedicated role-based training, live exercises, Q&A and an operations manual. Free optimization support if usage stays low after 6 months.

Is it KVKK and health-data compliant?

Yes. KVKK Health Data Guide and GDPR compliant by design. Consent management, retention windows, audit trails, encrypted storage and data deletion procedures included.

Yes. TR, EN, AR, RU and additional languages with templates, auto-responses, follow-up sequences and forms.

Can patient demand be aggregated in one pool?

Yes - website forms, WhatsApp, Instagram and Facebook unify in the Lead Table and WhatsApp Table. Auto-routing and duplicate prevention included.

How does the AI social media module work?

AI tuned to your brand replies to Facebook and Instagram in your brand voice. Booking/pricing questions auto-import as leads. One-click disable.

What does the follow-up system do?

Up to 10-stage message chains with text, images, video and voice. Time windows configurable. Chain stops automatically when recipient replies.

Can health tourism run without a CRM?

Possible at 1-2 coordinator scale but operational memory becomes personnel-dependent. For 3+ agents and 50+ monthly leads CRM is financially essential.

Health Tourism CRM Platform | WhatsApp + Lead + AI

// What Is the Healthcare-Tourism CRM?

The Zep Bilisim CRM is a proprietary platform built for healthcare-tourism agencies and clinics, featuring WhatsApp data sovereignty, lead management, 12 modules and a 10-step follow-up engine. It is KVKK and GDPR compliant, offers Turkish, English, Arabic and Russian interfaces, and is delivered turnkey in two to four weeks including team training.

// What Is a Health Tourism CRM?

A health tourism CRM is a specialized customer relationship management system that unifies international patient demand pools, multilingual communication (TR/EN/AR/RU), the coordinator-doctor-hotel-transfer chain, treatment package management and post-treatment follow-up in one central platform. Generic CRM products aren't built for health tourism's KVKK + GDPR + health data compliance, agent-based WhatsApp management, multi-market operations and long-term patient tracking. That's why an industry-specific platform is the right choice.

// Why We Use Our Own Platform

CRM (Customer Relationship Management) is the software a health tourism firm uses to manage all patient demand, coordinator operations and post-treatment follow-up centrally. In health tourism, off-the-shelf CRMs usually fall short - the lead pool, multilingual communication templates, coordinator-doctor-hotel-transfer chain, KVKK + health data compliance and agent-based WhatsApp management are processes no ready-made product addresses end-to-end.

So at Zep Bilisim we built our own CRM platform for the health tourism sector. Years of working with firms in the sector taught us the operational reality - we baked it into the software: agent management, WhatsApp data sovereignty, lead pool, AI-assisted social media responses, a 10-stage follow-up chain and end-to-end reporting. The operational backbone and 12 core modules you'll see below are the working parts of this platform.

Our model is clear: you don't buy a platform, you buy a service. We deploy turnkey, train your team and provide continuous support and development. The platform is configured to your structure, your data stays yours, and business continuity is guaranteed regardless of agent turnover.

// Operational Backbone

The four pillars that keep the platform's health tourism operation running.

Data Sovereignty

WhatsApp Data Sovereignty

Every WhatsApp message an agent sends or receives is visible and stored in the system. Even if the agent deletes the message on their phone, your data remains in the platform. Personnel changes don't erase operational memory.

Unified Inbox

In-platform WhatsApp Messaging

Agents reply to leads or direct contacts via WhatsApp from inside the panel. No need to open a separate app - the conversation, contact card and history live on the same screen.

Multi-Market

Per-WhatsApp Number Agent Grouping

Multiple WhatsApp numbers are assigned to separate agent teams. Market segments like TR / AR / RU can be managed by different teams on different numbers; reports split by market.

Health Check

Agent Connection Logs + Auto Alerts

When an agent's WhatsApp connection drops the manager gets an automatic notification. Who, when and why - all logged. No silent failures, no lost leads.

// 12 Core Modules

A modular system covering lead intake through reporting.

01 / Lead

Lead Table

All leads in your health tourism operation in one list. Filters for staff, service, country, message status, follow-up status, approval and matching. Daily lead trend chart and staff distribution in the control panel.

02 / WA

WhatsApp Table

A separate view for WhatsApp conversations not yet in the lead list. Categories - No Reply, In Conversation, Image Received, Quote Sent, Pending - mean no conversation is lost.

03 / Analytics

Lead Analytics

Total Leads, Active Data, Pending, Needs Review and Duplicates metrics in one dashboard. Read trends with a daily time series.

04 / Team

Staff Analytics

A performance card for each agent in your coordinator team: In Conversation, Pending, No Message percentages, plus Booking / Quote / Image / Conversation conversions. 2-, 3-, 4-way agent comparison.

05 / Import

Bulk Lead Import

Bulk import from Google Sheets, Excel or CSV. Smart matching to CRM categories - hundreds of leads ingested in minutes. Web forms flow directly into the CRM too; we also build the lead-capture-optimized site or WordPress form integration.

06 / Kanban

CRM Kanban

Manage lead status in visual columns: Untouched, Pending, In Conversation, Image Received, Quote Sent, Booking Received. Drag-and-drop and follow-up badges included.

07 / List

CRM List View

Tags, contact notes, follow-up list and booking dates in one table. Filterable, exportable; a table-based alternative to Kanban for bulk actions.

08 / Calendar

CRM Calendar

Patient activities on a weekly calendar. Click a card to open the person card, activity history, media archive and linked conversations in a single panel.

09 / Dedupe

CRM Duplicates

When the same phone number appears with multiple agents the system detects it automatically. Merge with one click, preserve history, end agent conflicts.

10 / AI

Social Media AI

AI tuned to your health tourism brand manages Facebook and Instagram comments and DMs. The AI replies automatically in your brand voice; you can disable it at any time and an agent takes over. We extend the same AI approach to search engines: AEO/GEO for brand citation in ChatGPT and Perplexity.

11 / Reports

Detailed Reporting

Budget, website form, Meta lead reach analysis, Meta Ads, Meta Lead table, SEO and Google Analytics in one panel. See ROI end-to-end - from ad spend to closed sale.

12 / Follow-up

Follow-up System

Up to 10-stage chain messaging for the health tourism follow-up loop: text, images, video and voice notes. Time windows configurable (e.g. 10:00-23:00). The chain stops automatically when the recipient replies - cold leads warm up, hot leads aren't bothered.

// Bonus Capabilities

Four platform features on top of the 12 modules.

Broadcast

WhatsApp Bulk Messaging

Personalized bulk sends to filtered target groups for health tourism campaigns. Variables like {name}, {package}, {language} make every message look bespoke - while reaching hundreds with one click.

Permissions

Sub-user System

Owner → Manager → Agent hierarchy. Granular module-level permissions; you define who sees and changes what.

Audit

Audit Trail

Every action - who, when, what - is logged. A complete audit trail for KVKK audits, internal investigations or operations optimization.

360°

Person Cards

A unified digital file for each patient: personal info, all WhatsApp conversations, media archive, conversation history, appointments and agent notes in one panel.

// Special Advantages for Health Tourism

The platform was built on the daily realities of the health tourism sector. Patient demand from multiple sources, multilingual communication, synchronized coordinator-doctor-hotel-transfer management and long-term post-treatment follow-up - processes a generic CRM can't handle. Our platform makes every stage of the patient journey, from first lead to referral, measurable and KVKK-compliant.

Patient Journey Management

Patient demand pool: form, WhatsApp, Instagram, email leads in one panel
Multilingual: TR / EN / AR / RU communication templates
Treatment packages and dynamic pricing management
Consultation and appointment automation
Post-op follow-up campaigns
Review, referral and medical feedback management

Operations and Compliance

KVKK + GDPR + Health Data Guide-compliant processes
Coordinator and rep performance tracking
Hotel, transfer and companion logistics integration
Insurance and international payment integrations
Doctor / clinic availability and assignment
Patient files, consent forms and document archive

We also work on the organic channel that feeds the CRM's lead pool: health tourism SEO content strategy, local search (Local Pack) visibility and Google Business Profile setup to feed a steady stream of leads into the platform.

// Turnkey Setup Process

01

Discovery and Operations Analysis

We review your current patient demand sources, agent team structure, language mix, market segments and reporting expectations in detail.

02

Platform Configuration

The platform is configured to your structure: market-based WhatsApp numbers, agent groups, pipeline stages and language templates.

03

WhatsApp and Social Media Connection

WhatsApp numbers are connected, Facebook and Instagram are integrated and the AI social media module is trained to your brand voice.

04

Data Migration

Your existing data (Excel, old CRM, other sources) is fully transferred; duplicate detection and data cleanup are performed.

05

Follow-up and Automation Setup

10-stage follow-up chains, bulk message templates, activity alerts and reporting panels are configured to your workflow.

06

Team Training

Separate training sessions for Owner, Manager and Agent roles. Live exercises, Q&A, video recordings and an operations manual. Microsoft 365 team licenses can be planned alongside as needed.

07

Ongoing Support and Development

Support continues after go-live. The platform is constantly improved; new modules are pushed to your account for free.

// Service, Not a Software Purchase

Ready-made CRM products either claim to "fit your sector too" generically, or are DIY panels you implement yourself. Research shows 50-70% of CRM implementations fail to deliver expected ROI - either because the team doesn't adopt or the system is misconfigured. That's why we bundle technical setup + adoption + ongoing support in one package.

Methods we use for successful adoption: understanding the team's operational concerns up front, custom workflows per market segment, a small initial pilot, involving team leaders as champion users, phased rollout, regular usage reports and feedback meetings. The platform is our responsibility, not yours - your team's job is patients.

For ROI: the detailed reporting module shows your end-to-end conversion journey from ad spend to closed sale; you see agent performance, market segment success and channel efficiency in real time. For data-driven operations our custom software development team can also build custom integrations. With our 120+ project experience since 2020 we're with you from setup to continuous improvement.

// Frequently Asked Questions

The platform is entirely Zep Bilisim's own software. We don't resell a third-party CRM; we deliver a platform we built and continue to develop, baked with years of health tourism operational know-how. This gives us the flexibility to develop quickly for your sector-specific needs.

Data belongs entirely to you. We deliver the platform as a service; every customer record, conversation, media archive and report is your property. Full data export is available on request. Agent changes or staff departures don't erase your operational memory - that's exactly why we built WhatsApp data sovereignty.

Yes. We import from Excel, legacy CRMs, Google Sheets or other sources. Pre-migration we clean data, detect duplicates and run quality checks. The bulk lead import module is used for regular ingests after launch too.

Turnkey setup + ongoing support + platform usage are bundled. Pricing is determined per quote based on your size (agent count, WhatsApp numbers, market segments). We prepare a tailored quote after a free discovery call.

A standard health tourism firm goes live in 2-4 weeks including platform setup, WhatsApp integration, training and data migration. Multi-market (TR / AR / RU) firms with larger agent teams may take 6-8 weeks. A detailed timeline is finalized in the discovery call.

Adoption is the most critical phase and it's our responsibility. We run dedicated training for Owner, Manager and Agent roles - live exercises, Q&A, video recordings and an operations manual. If usage is still low after 6 months we provide free optimization support; we reconfigure workflows to match the team's actual usage pattern.

Absolutely. Health data is special-category personal data; the platform was built to be KVKK Health Data Guide and GDPR compliant. Explicit consent management, retention windows, authorization matrix, audit trail, encrypted storage, breach notification workflow and data deletion procedures are core features.

Yes. For health tourism firms we prepare communication templates, auto-responses, follow-up sequences and forms in TR, EN, AR, RU and additional languages on request. Market-specific WhatsApp numbers are assigned to language-specific agent teams; reports split by language and market.

Yes - that's the core idea. Website forms, WhatsApp messages, Instagram and Facebook conversations are unified in the Lead Table and WhatsApp Table. Each lead is tagged by source, language, treatment package and urgency, then auto-routed to the right agent team. The duplicate module prevents the same patient appearing under multiple agents.

An AI tuned to your brand is integrated. It replies to Facebook and Instagram comments and direct messages in your brand voice; structured questions about booking, pricing or packages are auto-imported into the CRM as leads. You can disable it with one click and an agent takes over manually. Every AI response is logged and auditable.

Up to a 10-stage message chain can be configured. Supports text, images, video and voice notes. A time window is defined (e.g. only send between 10:00-23:00) and if the recipient replies the chain stops automatically. Cold leads warm up, hot leads aren't bothered, and the agent's manual follow-up workload drops dramatically.

At a very small scale (1-2 coordinators) Excel + WhatsApp can work, but operational memory remains tied to personnel; leads disappear when agents leave, duplicates emerge, follow-up becomes inconsistent. For firms with 3+ agents and 50+ monthly leads, growth without a CRM is financially unsustainable - lost-lead revenue exceeds CRM investment many times over.

// Related Services

Development

CRM Service