Ultravision uses Zoho Flow to streamline operations and save over 3,000 hours in a year

About the company

Ultravision, based in Chile, brings over 25 years of experience in ophthalmology, offering laser surgeries for conditions like astigmatism, farsightedness, myopia, and presbyopia. Ultravision also prides itself on providing free consultations and surgeries to patients who cannot afford them.

Streamlining appointment scheduling and management

Patients expect a smooth and efficient experience when scheduling check-ups or surgeries, and any disruptions in appointment management only adds unnecessary stress. To avoid this, the healthcare industry uses specialized business applications—but simply having these tools isn’t enough. Ultravision’s team recognized the need for a streamlined scheduling and management system that could benefit both their patients and doctors.

Pablo Silva, the system administrator at Ultravision, was tasked with finding a solution to integrate their existing applications for improved efficiency. After exploring various options, he chose Zoho Flow as the solution to connect their systems.

Ultravision uses a healthcare-specific appointment scheduling application, alongside Zoho CRM to manage patient data and SAP HANA as the database for their accounts and financial records. With Flow, Silva created an automated workflow that integrates these three systems.

When an appointment is booked , a webhook triggers Zoho Flow, sending the appointment details to Zoho CRM. The flow checks whether the patient is new or existing; if new, it creates a new record in CRM. Using custom functions, the flow then formats and validates the data before adding it to SAP HANA.

Streamlining lead management

Patients can also request to be contacted by filling out a form on Ultravision’s website. These contact requests are treated as leads, and Ultravision wanted to ensure that their team could track whether the lead had made a previous request. This allows them to establish a more personalized connection with potential patients. All lead and customer data is stored in Zoho CRM, and the team wanted all records to be automatically created and updated there.

Silva developed a flow to integrate the website form with Zoho CRM using a webhook trigger. When a form is submitted, the flow validates and formats the data with custom functions before checking for an existing lead in Zoho CRM. If the lead is new, the flow creates a new contact. If the lead is already in the system, the flow updates the existing record. This integration ensures that the team can access up-to-date, accurate contact information in real time, enabling a more personalized outreach to leads.

Benefits and ROI

"Zoho Flow is a versatile and user-friendly platform that enables seamless integrations at a cost-effective price. Using Zoho Flow, we save atleast $35,000 and 3,000 hours in a year."

Pablo SilvaSystem Administrator,Ultravision

Since implementing Zoho Flow, Silva has built 10 flows integrating Zoho Desk, Referral Factory, and Google Sheets, resulting in significant time and cost savings. By automating key processes, Ultravision has eliminated the need for manual data entry and reduced errors. This has enabled the team to access updated data in real time, enhancing operational efficiency and improving the patient experience.

Looking ahead

Ultravision is exploring additional Zoho applications, including Zoho Mail, Zoho Books, Zoho Meeting, and Zoho Sites. As they explore these tools, they're also investigating ways to integrate them with Zoho Flow to streamline their business operations even further.