Home sleep-test kits are tracked through dispatch, activation, and return with courier integrations and escalating WhatsApp reminders. Returned device data files itself to the correct patient study, and the clinic always knows exactly where every kit in the fleet is sitting.
Typical results
5 days
Average kit turnaround
+42%
Studies per month
0
Misfiled study results
Figures reflect typical results for this kind of automation.
The challenge
The clinic owned forty home sleep-test kits and could rarely say where half of them were. Patients forgot to run the test, forgot to send the kit back, or returned it weeks later; each missing device meant canceled studies, and staff spent hours matching returned SD cards to the right patient.
Before and after
Unreturned kits per month
−90%Kit turnaround time
−58%Sleep studies per month
+42%The automation
We gave every kit a tracked lifecycle: dispatch registers with the courier's API, delivery confirmation triggers a WhatsApp activation guide, and a night-of reminder walks the patient through running the test. Return reminders start the next morning and escalate — friendly nudge, courier pickup offer, coordinator alert — until the kit ships back. On return, the device's data files automatically to the correct patient study, and the kit rejoins the available pool.
How it works
- 01
Dispatch registered
A kit ships out and the courier's tracking number binds to the patient's study record.
- 02
Activation on delivery
Delivery confirmation triggers a WhatsApp setup guide, plus a night-of reminder to run the test.
- 03
Return countdown
Reminders start the next morning and escalate — friendly nudge, then a courier pickup offer.
- 04
Coordinator safety net
Kits still out after escalation alert the coordinator with the full contact history attached.
- 05
Data auto-filed
On return, the device's data files to the correct patient study and the kit rejoins the pool.
Starts from
- Kit dispatch
- Courier tracking
Delivers
- Escalating reminders
- Data filed to study
- Coordinator alerts
The impact
Unreturned devices typically drop about 90% — from ten stranded kits a month to one — and average turnaround falls from twelve days to five. The same forty-kit fleet supports about 85 studies a month instead of 60, and misfiled study data drops to zero once filing is automatic.
Questions about this automation
How does the clinic know where each kit is?
Every kit is linked to a patient study when it ships, and the courier's tracking number is attached to that record. Delivery, activation and return events update the kit's status automatically, so the coordinator can see which kits are in transit, with patients, on the way back or ready for the next study.
What reminders does the patient get?
Once delivery is confirmed, the patient receives a WhatsApp setup guide and a reminder on the night of the test. Return reminders begin the next morning and escalate step by step, from a friendly nudge to an offer of a courier pickup. Kits still out after that are passed to the coordinator.
How is the returned device data matched to the right patient?
Because each kit is bound to a specific study record at dispatch, the returned data files directly to that patient's study when the device is checked in. Staff no longer match memory cards by hand, and the kit is marked available again for the next booking.