Every fitted hearing aid gets a service timeline the moment it leaves the clinic. Automated reminders book cleaning, tuning, and battery appointments at the right intervals, and approaching warranty expirations trigger a personal upgrade conversation with a trade-in offer already attached.
Typical results
210
Service visits per month
4x
Upgrade consultations
8%
Patients overdue for service
Figures reflect typical results for this kind of automation.
The challenge
Thousands of fitted devices left the chain's clinics with a smile and no follow-up plan. Patients returned only when something broke or whistled, skipped cleanings shortened device life, and warranties quietly expired without anyone mentioning an upgrade — audiologists' calendars sat half-empty while service revenue walked out the door.
Before and after
Service appointments per month
2.3×Upgrade consultations per month
4×Patients overdue for service
−85%The automation
We connected the fitting records to a service timeline engine: every device gets scheduled touchpoints for cleaning, tuning, and battery checks based on its model and usage profile. WhatsApp reminders land at each interval with one-tap booking into the nearest branch's calendar, and quiet patients get a follow-up sequence. Ninety days before warranty expiry, the system opens an upgrade conversation with a personalized trade-in offer, and every response routes to the branch audiologist.
How it works
- 01
Device registered
Every fitting logs the device model, warranty terms, and its service intervals in the registry.
- 02
Right-time reminders
WhatsApp nudges arrive when a cleaning, tuning, or battery check actually comes due.
- 03
One-tap booking
The patient books the nearest branch straight from the message; the calendar fills itself.
- 04
Warranty trigger
Ninety days before warranty expiry, an upgrade conversation opens with a personalized trade-in offer.
- 05
Audiologist handoff
Every response routes to the branch audiologist, and each touchpoint logs to the CRM.
Starts from
- Fitted device registry
- Service intervals & warranty
Delivers
- WhatsApp reminders
- Booked service visits
- Trade-in upgrade offers
The impact
Service revenue typically rises around 41% as monthly service appointments more than double, from 90 to 210. Upgrade consultations quadruple off warranty-expiry triggers, the share of patients overdue for service falls from 55% to 8%, and devices come back for care — not complaints.
Questions about this automation
How are service reminders timed for each device?
Each fitting is logged with the device model, warranty terms and recommended service intervals. The automation builds a timeline from that data and sends a WhatsApp reminder when a cleaning, tuning or battery check is actually due, so patients hear from the clinic at useful moments instead of on a fixed blanket schedule.
How does the warranty upgrade offer work?
Ninety days before a device's warranty ends, the automation opens an upgrade conversation with a trade-in offer based on the current model. Any reply is routed to the audiologist at the patient's branch, who takes over the conversation personally. The offer and the response are both logged on the patient's CRM record.
What happens when a patient doesn't respond to a reminder?
Quiet patients get a short follow-up sequence with a different message and the same one-tap booking link. If they still don't respond, the device is marked as overdue for service, so branch staff can see who needs a personal call and decide how to follow up.