Chairs, surgeons, flights, hotels and VIP transfers. One unified itinerary per patient.
International patients don't arrive on a calendar invite — they arrive on a flight that can run late. ClinicSuite tracks every arrival, dispatches the driver, holds the hotel room and the chair, and reshuffles all of it the moment something moves.
- Live flight tracking cascades every delay to the driver, the hotel and the chair — automatically
- Chair and operating room slots auto-held the instant a deposit clears
- One itinerary per patient, from the airport gate to the final fitting
James W. · London · Day 1 Arrival
Smile makeover · 20 E.max crowns · PNR TX7Q4M
- Flight TK 1984 · LHR → ISTOn blocks · Gate B4 · 2 bags14:20Landed
- VIP transfer · Mercedes VitoMurat K. · 34 VIP 112 · at arrivals gate 14:4514:55Dispatched
- 5★ hotel check-in · SwissôtelDeluxe Bosphorus · room 1204 · 5 nights15:50Checked in
- Chair 3 · Veneer prep & scanDr. Selin Aydın · 60 min · interpreter EN17:30Held
Chair & OR capacity · today Auto-held
- Chair 1Implants · S. KellerAbutments · N. Visser
- Chair 2Root canal · M. DuboisScan · L. Rossi
- Chair 3Veneer prep · C. MartinJames W.
- OR 1Rhinoplasty · C. DurandHeld · deposit
Arrival confirmed. Driver waiting with a name sign, room ready, Chair 3 prepped for this evening.
- Airport wait for VIP patients — the driver is at the gate before the bags are
- 0 min
- Automated flight-delay and transfer rescheduling, with no phone calls
- 100%
- Chair and operating room capacity utilisation
- +42%
- Patient concierge score across transfers, hotel and clinic
- 4.9/5.0
One patient itinerary. Four engines that keep it on time.
Chairs, flights, drivers and hotel rooms — scheduled together, so a change in one place updates everything that depends on it.
- 01
Multi-Chair & Operating Room Dispatcher
See every chair, surgical suite and specialist on one live board. The moment a deposit clears, the right chair with the right doctor is reserved for the treatment plan — no double bookings, no idle rooms.
- Chair and OR occupancy by hour, day and branch
- Doctor specialisations matched to the procedures in the proposal
- Slots auto-reserved the instant a deposit clears
- Chair 16/8 slots
Implantology · Dr. Yıldız
- Chair 27/8 slots
Endodontics · Dr. Şahin
- Chair 35/8 slots
Prosthodontics · Dr. Aydın
- OR 12/4 slots
Maxillofacial · Op. Dr. Arslan
- 02
Live Flight Tracker & Dynamic Delay Rebalancing
Every international arrival is tracked from its PNR and live radar data. When a flight slips, ClinicSuite cascades the new time to the driver, the hotel and the clinic schedule automatically.
- Flight number or PNR captured at deposit, tracked to the gate
- Delays, diversions and early landings detected in real time
- Driver, hotel and chair slots rebalanced without a single call
- TK 1984 · James W.LHR → IST · sched 14:20+45 minETA 15:05
- LH 1302 · Sabine K.MUC → IST · sched 15:40AirborneETA 15:40
- KL 1955 · Noor V.AMS → IST · sched 12:55LandedETA 12:48
TK 1984 cascade · 3 updates in 6 s
- Driver Murat · pickup 15:35WhatsApp sent
- Swissôtel · late arrival notedAPI updated
- Chair 3 · prep moved to 18:15Slot moved
- 03
VIP Transfer Fleet & Driver Dispatch
Dispatch your own fleet or partner chauffeurs by WhatsApp or a no-login driver web link. Vehicle, luggage and passenger details travel with the job, and the patient's QR code confirms the pickup at the gate.
- One-tap job acceptance via WhatsApp or driver web link
- Vehicle assignment, luggage count and accessibility needs
- Gate pickup confirmed by scanning the passenger QR code
To Murat K. · driver14:51 ✓✓
New job · IST Arrivals Gate B4
James W. +1 · TK 1984 (ETA 15:05)
Pickup 15:35 → Swissôtel Bosphorus
Accept: cs.link/j/8F2KQ- Mercedes Vito · 34 VIP 112
- 3 bags · 1 wheelchair
- Accepted · tracking live
Gate scan - 04
Hotel Allotment & Multi-Day Medical Itinerary
Manage room blocks with partner hotels and build the full multi-day schedule — from the Day 1 scan to the Day 5 final fitting — in one booklet the patient carries in their own language.
- Room block inventory, contract rates and release-back dates
- Dental and aesthetic schedules that span lab and recovery days
- One translated patient booklet, updated live as plans change
Swissôtel · October block9/12 roomsRelease-back 7 days out · contract rate €128
CBCT scan & digital smile designChair 3 · Dr. Aydın09:30One patient booklet · EN, DE, FR, AR
Four patients. Five days. One board your whole team runs on.
Switch days to see who is landing, who is in the chair and who is flying home — then open any patient to follow their full journey with surgeon, driver and hotel attached.
- Patients on board
- 4
- Transfers & arrivals
- 4
- Chair & OR sessions
- 0
- Lab & recovery
- 0
Day 1 · Arrival · Istanbul clinic
- InboundTK 1984 · LHR → IST · 15:05
- Outbound · Day 5TK 1971 · IST → LHR · 16:40
- Driver & vehicleMurat K. · Vito 34 VIP 112
- Hotel & roomSwissôtel Bosphorus · 1204
Patient journey · Day 1 → Day 5
- D1In transfer15:35Gate B4 pickup → hotelIST → Swissôtel
- D2In chair09:30CBCT scan & digital smile designChair 3
- D3In chair10:00Tooth preparation & temporariesChair 3 · 3 h
- D4Lab millingAll dayCrowns milling · Bosphorus cruiseIn-house lab
- D5Final fitting11:00Cementation, then airport transferChair 3 → IST
Drivers see only their jobs, hotels only their guests and the lab only its cases — each through a scoped link. Sample data for illustration.
Fragmented WhatsApp groups & Excel sheets vs. ClinicSuite Unified Operations Engine
The same patients, flights and chairs — run two very different ways.
Flight delays
Fragmented WhatsApp groups and Excel sheets: Someone notices on a tracking app and starts phoning round
ClinicSuite Unified OperationsClinicSuite: Live PNR and radar tracking cascades the new time to driver, hotel and chair
Chair & OR scheduling
Fragmented WhatsApp groups and Excel sheets: Shared Excel sheet, double bookings found on the day
ClinicSuite Unified OperationsClinicSuite: Live chair and OR board, slots auto-held the moment a deposit clears
Driver dispatch
Fragmented WhatsApp groups and Excel sheets: Messages in a 40-person WhatsApp group
ClinicSuite Unified OperationsClinicSuite: One job per driver via WhatsApp or web link, accepted and tracked
Airport pickup
Fragmented WhatsApp groups and Excel sheets: Name sign and a phone call when the patient can't be found
ClinicSuite Unified OperationsClinicSuite: Gate pickup confirmed by scanning the passenger QR code
Hotel rooms
Fragmented WhatsApp groups and Excel sheets: Emailed booking requests and a separate allotment sheet
ClinicSuite Unified OperationsClinicSuite: Room block inventory with contract rates and release-back dates
Patient itinerary
Fragmented WhatsApp groups and Excel sheets: Screenshots and voice notes, outdated by Day 2
ClinicSuite Unified OperationsClinicSuite: One translated booklet from Day 1 scan to Day 5 fitting, updated live
Lab coordination
Fragmented WhatsApp groups and Excel sheets: The lab learns about schedule changes after the fact
ClinicSuite Unified OperationsClinicSuite: Milling deadlines tied to the fitting slot and flagged if at risk
Visibility & audit
Fragmented WhatsApp groups and Excel sheets: Knowledge lives in one coordinator's phone
ClinicSuite Unified OperationsClinicSuite: Every change logged, scoped access for drivers, hotels and labs
What operations teams ask before retiring the WhatsApp groups
Flight delays, partner chauffeurs, lab deadlines, translated itineraries, hotel cancellations and multi-branch routing — answered. Anything else, we'll walk you through it with your own schedule.
ClinicSuite tracks every inbound flight from the flight number or PNR captured at deposit, using live flight status and radar data. When the estimated arrival changes, it recalculates the pickup time from your passport-control and baggage buffers, re-dispatches the driver with the new time over WhatsApp or the driver link, notifies the hotel of the late check-in, and moves the patient's chair or operating room slot to the next free window with the same doctor. Coordinators see every change on the dispatch board and only step in if no compatible slot exists, which is flagged for them straight away.
Yes. You can mix your own fleet with any number of partner chauffeur companies. Partners receive jobs through a no-login web link or a WhatsApp message showing only what they need: pickup time, gate, passenger name and count, luggage, vehicle class and accessibility notes. They accept, assign a driver and plate, and share live location; the patient's QR code confirms pickup at the gate. Partner rates per route are stored so transfer costs flow into each patient's package automatically.
Each restorative case — crowns, veneers, bridges or All-on-4 prostheses — is linked to the scan appointment and the final fitting slot. The lab sees its queue with design, milling and sintering deadlines worked back from the fitting time and the patient's return flight. If a flight delay or a clinical change moves the prep appointment, the lab deadline moves with it, and any case at risk of missing the fitting is flagged to the coordinator before the patient's last day.
Yes. Every patient gets one itinerary booklet covering flights, transfers, hotel, appointments, preparation instructions and aftercare, generated in their language — including English, German, French, Dutch, Italian, Spanish, Arabic and Russian, with right-to-left layout for Arabic. It's sent as a secure link and over WhatsApp, and updates live whenever a time changes, so the patient never relies on an outdated screenshot.
Rooms are allocated from your contracted hotel blocks, with contract rates and release-back dates tracked per block. If a patient cancels or postpones, the room is released to the block and the transfer and chair slots are freed in the same step, with any cancellation fee applied to the patient's balance according to your policy. If a patient doesn't board their flight, the flight tracker flags the no-show, the driver is stood down before leaving for the airport, and the coordinator is prompted to reschedule or release everything else.
Yes. Each branch has its own chairs, operating rooms, doctors, drivers and partner hotels, and the dispatch board can show one branch or all of them together. When a deposit clears, ClinicSuite routes the patient to the branch with the right specialist and free capacity — or to the branch you assign — and books transfers and hotels from that branch's partners. Group-level reporting shows chair and OR utilisation, transfer costs and patient concierge scores across every location.
Every flight, driver, room and chair — on one itinerary.
Book a demo and we'll load next week's arrivals, chairs and partner hotels into a live dispatch board, then show you what happens when the first flight runs late.