Inquiries with uploaded medical documents are summarized by AI for partner surgeons, quotes assemble themselves from a procedure price matrix, and accepted patients flow straight into an itinerary builder covering flights, transfers, and aftercare. Quotes that took four days now go out in two hours.
Typical results
2x
Inquiry-to-booking conversion
1 hr
Coordinator time per case
100%
Itineraries auto-built
Figures reflect typical results for this kind of automation.
The challenge
Every inquiry arrived as a zip of scans and a worried email. Coordinators spent hours deciphering records before forwarding them to surgeons, who replied when they could. Quotes took four days to assemble from old spreadsheets — and by then, half the patients had booked with a faster competitor abroad.
Before and after
Quote turnaround
−98%Inquiry-to-booking conversion
2.1×Coordinator time per case
−80%The automation
We built an intake pipeline where uploaded medical documents are summarized by OpenAI into a structured clinical brief — history, imaging findings, medications — that partner surgeons review in minutes with originals attached. Surgeon approval triggers quote assembly from a procedure price matrix covering surgery, hospital stay, and extras. When the patient accepts, an itinerary builder compiles flights, airport transfers, hotel, pre-op appointments, and aftercare checkpoints into a single document, synced to the coordinator's calendar.
How it works
- 01
Inquiry lands
The patient submits the form with medical documents; files are stored and a case opens in the CRM.
- 02
AI summarizes
OpenAI produces a structured clinical brief — history, imaging findings, medications — with originals attached.
- 03
Surgeon reviews
The matched partner surgeon reviews the brief and returns suitability and notes in a structured reply.
- 04
Quote assembled
Procedure, hospital, and stay pricing pull from the price matrix into a branded quote within minutes.
- 05
Itinerary builds itself
On acceptance, flights, transfers, hotel, pre-op appointments, and aftercare checkpoints compile into one document.
Starts from
- Web inquiries with documents
- Agent referrals
Delivers
- Surgeon-ready case summary
- Priced quote
- Full travel itinerary
The impact
Median quote turnaround dropped from four days to two hours, and inquiry-to-booking conversion doubled from 11% to 23% — patients simply stop shopping once a serious quote arrives first. Coordinators handle a case in one hour instead of five, and every accepted patient lands with a complete, error-free itinerary.
Questions about this automation
What does the AI summary give the partner surgeon?
OpenAI reads the uploaded scans and reports and produces a structured clinical brief covering history, imaging findings and current medications, with the original files attached. The surgeon reviews one consistent format for every case and replies with suitability and notes in a structured form, which moves the case to the quoting stage.
How is the quote priced?
Once the surgeon approves, the procedure, hospital stay and extras pull from the agency's price matrix into a branded quote. Coordinators can review or adjust it before it goes out, and the CRM tracks whether the patient has opened, accepted or questioned the quote, so follow-ups happen at the right time.
What happens after a patient accepts the quote?
The itinerary builder compiles flights, airport transfers, hotel, pre-op appointments and aftercare checkpoints into one document and syncs the dates to the coordinator's calendar. Missing pieces, such as an unconfirmed hotel, stay flagged until booked. This is a multi-step build, usually rolled out in stages, starting with intake and the AI summary.