All-on-X bridge · digital design lab
Quote
Plan lands directly in the quote
15
Deluge functions
11
Touchpoints · up to 12 months
~145
Treatment items · catalog
34
Workflows
30
Days · to go-live
All On Dental is a health tourism company that has worked exclusively on dental care since 2020. It manages the coordination, treatment, travel and aftercare of patients arriving from abroad, end to end.
In this setup the critical question is always the same: which patient is at which stage, and what is the next touchpoint? The answer has to be visible on a single screen.
The process ran on the Google ecosystem (Sheets, Calendar) and WhatsApp. Every job was recorded in a different Excel file; checking a patient's status meant opening sheet after sheet and searching by name, one by one. Calendar reminders and notes could not keep up with the volume.
Quotes were prepared from ready-made templates (smile design, All-on-X); the name and the changing figures were typed in by hand. Nothing was being lost, but as the scale grew, so did the workload and the risk of error.
The turning point was professionalism: once patients started bringing treatment plans explained on a tooth chart from competing companies, it became clear that plans had to be presented with the same clarity.
“Everything was recorded in different Excel sheets; we would open a pile of pages and check each patient by name, one by one.”
All On Dental
The decision came after a long search: All On Dental evaluated many software products and partners; "in terms of both operation and price/performance, Zoho was better." Eksenium, a Zoho partner in Türkiye, handled the setup; the Zoho One backbone was built in the European data center and the solution was split into three fronts: bringing the patient process together in one center, automating follow-up by the patient's clock, and building the tooth-chart treatment planner inside the CRM.
The patient lifecycle was gathered in the Quotes module, and that module became the company's control center. Treatment phases, the payment plan and follow-up tasks do not just sit here; they are triggered here and tracked here.
In the team's words the difference is this: while preparing a plan "no extra calculation comes in, you are not wrestling with extra figures"; where every follow-up used to be done by noting it next to the patient's row in Excel, the process now runs from the same record.
- 22
- Custom fields
- 7
- Layout sections
- 34
- Workflows
- 15
- Deluge functions
The invisible burden of managing patients across time zones was the time difference: "While talking to patients I would constantly look up country codes, work out which time zone they were in, and try to reach them and schedule the online consultation accordingly." Now the patient's country and the current time difference are ready on the profile; tasks and reminders are set by the patient's clock.
The "support in aftercare" promise in the company's own description was tied to the calendar too: from welcome to the pre-treatment countdown, and from treatment day to the 1, 3, 6 and 12 month checks, 11 touchpoints run automatically through workflows.
The system's signature piece is the tooth-chart Treatment Planner we developed together with All On Dental. The consultant selects treatments on the tooth chart and sets up the phases; prices come automatically from a catalog of ~145 items, and the plan lands directly in the patient's quote (Quote). The team had studied competing planners at length: those were bought separately or charged per plan.
For them the other big difference is that control stays in their own hands: "A new product can be entered, a price can be changed, and it is integrated into the treatment plan instantly, without needing anyone's support." When a material or brand changes, updating the catalog is enough. The planner grows with every new case; bugs that surface are closed quickly in the daily flow.
“Planning apps are either bought separately or charged per plan. Having this inside Zoho, with the plan landing directly in the patient's quote, is the biggest advantage.”
All On Dental
The system went live in 30 days; in the team's words, "it was actually a very short time; what matters is the period after you start using it." The channel a lead came from is now tagged automatically, and who it is assigned to is visible at a glance: "Having to write down where leads came from, over and over, used to take a lot of time; now the system names it itself. That is why I am very happy."
The team is honest about being in a transition period: a team used to doing everything manually is getting used to the system doing some jobs quickly on its own. The setup was a foundation; the real value showed up in the customizations inside, which, according to the team, is "the most important part."
On the patient side it is still early: the new tooth-chart plans have started going out to patients, and the team has begun collecting the first feedback.
“It is like switching from manual to automatic gear: you get a new car and learn its buttons on the road.”
All On Dental
The answers below are taken from the recording of a conversation with All On Dental; they have been lightly edited for readability.
- How would you describe the company in a few sentences?
"Since 2020 we have been providing dental-only services in health tourism. We coordinate patients and manage their treatment, stay by their side during the treatment process, and afterwards keep supporting them in aftercare."
- How did you manage these processes before?
"We managed everything with Google's tools, together with WhatsApp of course; apart from that we had no application. Because everything was recorded in different Excel sheets, a pile of pages would be opened and each patient checked by name, one by one. That was really hard on us, no matter how many reminders and notes we entered into Google Calendar."
- How were quotes prepared before?
"The whole team had our price list, and we had treatment plan templates too. Since they were mostly smile designs and All-on-X systems, each had a template; the patient's name was written into that template, and if figures changed, those were written in."
- How did the decision to move to a new system become clear?
"We had no losses from preparing plans; but because explaining to the patient on a tooth diagram would look more professional, we wanted to move to an application like this. Looking at the market we saw that other companies sent plans differently; when patients brought in plans they had received from other companies, it became clear we had to make the switch."
- Why Zoho?
"I did a lot of research; in the end I felt that Zoho was better in terms of both operation and price/performance. I saw that Zoho keeps renewing itself and has applications to support every industry in a different way."
- And why us?
"One of the biggest reasons I chose you was the one-year support period; having that support run in the background for a year, so the company could go further, was the deciding point for me. I spoke with many of Zoho's partners in Türkiye; I did not see a one-year support package with anyone."
- What was the most critical point for you in the setup?
"When we got stuck somewhere and I asked 'how can we do this', getting answers like 'we can add something creative there, we can work on it' really makes us happy."
- How does the Treatment Planner compare with the alternatives on the market?
"I looked closely at companies that make plans directly; there were systems that planned nicely. But those are applications bought separately or paid for as plans are made. Having this inside Zoho, the plan landing directly in the patient's quote, and not dealing with extra calculations or extra figures is the biggest advantage. Being delivered together with the setup is an extra advantage too."
- Who is in control of price and product changes?
"The healthcare sector keeps developing; some materials change, new ones arrive, maybe a newer brand comes out. When you change the price in the product list, it integrates directly into the treatment plan, which is great. A new product can be entered, a price can be changed, without needing anyone's support, and if there is a change in an existing product it can be done very easily."
- Does the system keep up with new case types?
"We are still doing new treatments and every day we come across a different case. Very interesting cases have been coming in lately; for example, I am sending a plan with locators to a patient for the first time in my five years. Of course bugs come up, but they get fixed as quickly as possible."
- The project went live in about 30 days. What was that process like?
"Yes, it was actually a very short time. Anyway, I think what matters is not the setup but the period after you start using it."
- Have you been able to measure a change in conversion rates?
"That process has not fully settled yet; since we did everything manually in the old system, we are trying to understand the system: where things come from, what triggers what, how we can do things better. Even our follow-ups were done by noting them next to the patient's row in Excel. We were used to doing everything a different way; now we are getting used to the system doing some things quickly on its own."
- So what has changed already?
"It is like switching from manual to automatic gear: you get a new car, it has a lot of buttons, and you learn them all on the road. Having to write down where leads came from, over and over, used to take a lot of time; now the system names it itself, and we can see where it came from and who it is assigned to. That is why I am very happy."
- How did you manage the time difference with international patients?
"While talking to patients I would constantly look up country codes and work out which time zone they were in, then try to reach them and schedule the online consultation accordingly. Now we can see which country and which time zone they are in, right on the profile."
- Have you seen a difference on the patient side?
"Honestly, it is too early to answer that. We had already sent the plans of incoming patients from the previous system; as their arrival dates approach, we update them with the new planning. We have started asking newly arriving patients; we are beginning to collect feedback on what looks excessive in the plan, whether it is complicated."
- How would you describe working with us?
"Really fast. I love working at night; whenever I open my computer, whatever the hour, I write and send things to everyone and expect the reply the next day. But no matter what time I write to İsa, he replies even at night; if there is a bug, he even delivers the fix."
- At which stage did you get the most support?
"During setup a foundation was built by listening to us and asking exactly what we wanted; but I think the real support came in the customizations inside, and I believe that is the most important part."
- Would you recommend us to a company wanting to move to Zoho?
"I already do."
After long research and conversations with Zoho partners both in Türkiye and abroad, I decided to work with İsa for Zoho consulting.
The most important factor in this decision was that he approached the project not merely as a software setup, but with a holistic view shaped by the real needs of the business. While many of the partners I spoke with priced per user or per module and charged extra for every later development or support request, İsa focused on the overall success of the project and committed to a full year of support after delivery.
In CRM migration processes it is often impossible to foresee every need completely from the start. As the system comes into use, new needs, development requests and process gaps can surface. At that point, being able to get support with a solution-oriented approach instead of facing constant extra costs was very valuable to me.
After the project was completed, the support continued in the same way. He responds quickly, within the day, to the questions and needs we run into during use, and genuinely puts in the effort to produce solutions. I wholeheartedly recommend him to anyone who wants to work with a consultant who does not just set up and hand over the system, but stays part of the process. Thank you, İsa.
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