Every IVF cycle now spawns its own milestone timeline — monitoring visits, injections, procedures, document deadlines — with day-by-day WhatsApp guidance for the patient and a live dashboard where coordinators see every active cycle and get flagged the moment anything drifts off-track.
Typical results
120
Concurrent cycles managed
-86%
Missed monitoring visits
-70%
Daily status calls
Figures reflect typical results for this kind of automation.
The challenge
Coordinators tracked dozens of concurrent IVF cycles in one giant spreadsheet — each with its own dates for monitoring, injections, retrieval, and transfer that shifted with every scan. Patients called daily asking what to do tonight, missed visits forced cancelled cycles, and coordinators spent evenings cross-checking rows instead of supporting anxious patients.
Before and after
Coordinator hours per cycle
−60%Missed monitoring visits per month
−86%Patient status calls per day
−70%The automation
We built a cycle engine on Make: when a physician sets a protocol, it generates the patient's full milestone timeline and recalculates it automatically whenever a scan shifts the schedule. Each morning the patient gets a WhatsApp message with that day's injections, visit times, and prep instructions, and taps to confirm. Confirmations, uploads, and bookings feed a live coordinator dashboard that color-codes every active cycle and flags missed confirmations or overdue documents instantly.
How it works
- 01
Cycle starts
The physician sets a protocol and the engine spawns the patient's full milestone timeline.
- 02
Timeline recalculates
When a scan shifts the schedule, every downstream date updates automatically.
- 03
Daily guidance
Each morning the patient gets a WhatsApp message with today's injections, visits, and prep — and taps to confirm.
- 04
Dashboard tracks
Every active cycle appears color-coded on a live board, with confirmations and documents flowing in.
- 05
Off-track flagged
A missed confirmation or overdue document flags the cycle to the coordinator immediately.
Starts from
- Treatment protocols
- Clinic schedule
Delivers
- Daily WhatsApp guidance
- Live coordinator dashboard
- Off-track alerts
The impact
Coordinator time per cycle typically drops from ten hours to four — a 60% reduction — while the clinic runs 120 concurrent cycles with the same team. Missed monitoring visits fall from fourteen a month to two, daily status calls drop by two-thirds, and patients get calm, clear guidance through a stressful journey.
Questions about this automation
How is each patient's treatment timeline built?
When the physician sets a protocol, the automation generates the patient's full milestone timeline, covering monitoring visits, injections, procedures and document deadlines. When a scan result shifts the schedule, every later date is recalculated automatically, so the patient and the coordinator always work from the same, current plan.
What does the patient receive each day?
Each morning the patient gets a WhatsApp message with that day's injections, visit times and preparation instructions, then taps a button to confirm. The confirmation, along with any uploaded documents or new bookings, feeds the coordinator dashboard, so the clinic can see at a glance which patients are on track today.
How are coordinators alerted when a cycle drifts off track?
Every active cycle appears on a live dashboard, color-coded by status. A missed daily confirmation, an overdue document or a skipped booking flags that cycle to the coordinator immediately. Coordinators can then call the patient the same day instead of finding the gap later while cross-checking a spreadsheet.