CRM for IVF and fertility clinics: every couple followed up, for as long as it takes
atomcrm.ai is a CRM for IVF and fertility clinics. It captures enquiries from Meta and Google ads, WhatsApp and IVR, assigns them to fertility counsellors, keeps a dated follow-up on every couple through a decision that can take months, books consultations, and tells your ad platforms which enquiries became patients.
Where enquiries are lost today
The decision takes months, the follow-up takes a day
A couple enquires, needs time, and asks to be called after their tests. Without a dated callback on every enquiry, they are forgotten — and go to the clinic that remembered.
Sensitive conversations, scattered notes
What the couple shared on the first call matters on the fifth. Notes in personal phones and registers do not travel between counsellors.
Expensive leads, unclear return
Fertility ads are among the costliest in healthcare. Paying for enquiries without knowing which campaigns produce first consultations is the largest leak in the budget.
How atomcrm.ai works, step by step
- 1
Every enquiry lands in one list
Facebook and Instagram lead forms, Google lead forms, your website and landing pages, IVR and missed calls, and WhatsApp bot chats all create leads automatically — with the ad, campaign and form they came from.
- 2
The right counsellor gets it in seconds
Round-robin, weighted or branch-wise rules assign each new patient enquiry the moment it arrives, so nobody picks the easy leads and nothing waits in a shared inbox.
- 3
Call, record the outcome, book the next step
One Quick Update per call: stage, a one-line comment and the next callback. Stages you choose can require a callback date or an appointment, so a promised call-back can’t be forgotten.
- 4
Consultations go straight into the diary
Moving a lead to an appointment stage books the consultation. Mark it confirmed, attended or no-show, and the funnel shows how many enquiries became patients.
- 5
Your ad platforms learn who became a patient
When a lead reaches a stage you choose — qualified, visited, converted — the Meta Conversions API and Google Ads receive it automatically, so campaigns optimise for patients, not form fills.
Everything the team needs, in one CRM
Follow-ups that survive months
Every enquiry carries its next callback date. Stages such as "Tests pending" or "Thinking" can require one, so a lead can never sit with no next step.
The whole history on one screen
Every call, comment, WhatsApp message and stage change on the lead, newest first — any counsellor can pick up where the last one stopped.
Appointments with outcomes
Book from the lead or by stage. Confirm, attended, no-show and cancelled are tracked, so no-show rates are a number, not a guess.
WhatsApp inbox and bot leads
Reply to patients from the CRM with approved templates. Leads from a WhatsApp bot arrive tagged, and the ones the bot qualifies move to a qualified stage on their own.
Cost per qualified patient enquiry
Ad spend joined to what happened on the phone: which Facebook ad produced enquiries that booked, and which only produced numbers that never answered.
Multi-branch ready
Branches and teams, with data scope by role — a counsellor sees their own enquiries, a centre manager sees their centre’s team, the owner sees everything.
Patient data stays in India
Hosted in India, with role-based access, an audit trail of who changed what, and an option to mask phone numbers from roles that should not see them.
Questions people ask
Why does an IVF clinic need a CRM?
Fertility decisions take weeks or months, so most patients are won or lost in the follow-up. A CRM gives every enquiry a dated next step, keeps the counselling history in one place, and shows which campaigns produce first consultations.
Can we track enquiries through stages like "Tests pending" or "Financing"?
Yes. You define your own stages and sub-stages, choose which ones need a callback date or an appointment, and group them as qualified, not known or lost for reporting.
Does it work with WhatsApp bots?
Yes. Leads from a WhatsApp bot arrive tagged as WhatsApp Bot, and the ones the bot marks qualified move to a WhatsApp Qualified stage automatically, so counsellors can call those first.
Can Meta and Google learn which leads became patients?
Yes. atomcrm.ai sends conversion events to the Meta Conversions API and Google Ads when a lead reaches the stages you choose, such as consultation booked or treatment started.
Get your team off spreadsheets this week
Import your leads, add your users, set your routing rules. Most teams are live the same day.