Interface365 for Healthcare
A setup guide for medical practices, dental clinics, wellness centers, and elective/cosmetic providers — how to model the patient-acquisition funnel, track treatment plans, and stay HIPAA-aware without forcing PHI into your CRM.
See the live walkthrough Watch a single $8,500 cosmetic treatment plan flow end-to-end through Interface365 — from referral inquiry through consultation, post-quote stall + financing rescue, treatment day, and recall — kept HIPAA-aware (zero PHI in CRM). 15 steps →1. Component utility matrix
Decide fast: do you need everything Interface365 ships with for your kind of practice? The honest breakdown — what's critical, what's nice-to-have, and what you can safely skip.
| Component | Useful? | Why |
|---|---|---|
| Pipelines | ✓ Critical | The 8-stage cosmetic pipeline (or dental variant) is the core of patient-acquisition tracking. |
| Custom fields | ✓ Critical | Treatment type, quote amount, provider, financing, chart_id reference — without these you can't run the practice. |
| Activity types | ✓ Critical | Initial inquiry, consultation, pre-op, post-op, recall — distinct touchpoints with distinct timing requirements. |
| Tasks | ✓ Critical | Recall reminders, financing follow-ups, post-op check-ins, referral thank-yous. The small stuff that drives patient retention. |
| Tags | ✓ Important | VIP, Referrer, Repeat, Out-of-area — segment-specific outreach drives high-LTV patient retention. |
| Forecasting | ✓ Important | Provider utilization + revenue planning depend on accurate forward visibility. |
| Saved views | ✓ Important | "Quoted & aging", "Recall due this month", "VIP not seen in 90 days" — operationally essential. The post-quote stall recovery saved view alone pays for the CRM. See walkthrough · Step 10. |
| Quotes / line items | ✓ Important | Treatment plans are line-item quotes (procedures + add-ons + financing). Native quotes save manual Word/PDF work. See walkthrough · Step 9. |
| Webhooks / API | ~ Useful | Outbound webhooks pair Interface365 events (deal.won, recall.due) with EMR / scheduling (Calendly, Acuity, NexHealth) and accounting. Critical for chart_id linking; optional otherwise. |
| Multi-currency | ✗ Skip | Local-only practice — single currency. |
| Projects (delivery module) | ~ Repurposed | In healthcare, "Projects" is repurposed as the recall + retention pipeline (post-treatment loop), not delivery. See walkthrough · Step 13. |
| Teams & permissions | ✓ Important | Multi-provider practices need provider-scoped visibility (each provider sees their patients). |
Sections 2–7 below explain the configuration. Section 8 covers the dental practice variant. Section 9 covers provider + coordinator commission. Section 10 explains how Interface365 fits alongside your EMR + scheduling tools.
2. Overview
Healthcare practices are different from typical B2B sales in three important ways:
- The "deal" is a treatment plan or course of care — sometimes one-time (procedure), sometimes recurring (annual exams).
- Two-stage commitment — patients usually consult first, decide second. The consultation is a sale event in itself.
- Compliance gravity. What you can store, who can see it, and how long you retain it are regulated. CRM = pre-clinical only.
This guide focuses on three practice archetypes: cosmetic / elective (high-value sales motion), dental practices (treatment plans + recall), and wellness / specialty clinics (lead-driven acquisition).
3. Recommended pipeline (cosmetic / elective)
For aesthetic, dental cosmetic, plastic surgery, fertility, and similar consult-driven practices:
| Stage | Probability | What it means |
|---|---|---|
| New Inquiry | 10% | Patient inquired (web form, phone, referral). Not yet contacted. |
| Consultation Scheduled | 25% | Consult booked on the calendar. |
| Consultation Complete | 40% | Consult finished. Provider gave initial recommendation. |
| Treatment Quoted | 55% | Treatment plan + price delivered to patient. |
| Deposit Received | 80% | Patient committed financially. Procedure on the calendar. |
| Treatment Scheduled | 90% | Procedure date locked in. Pre-op tasks running. |
| Treatment Complete (Won) | 100% | Procedure performed. Patient enters recall/follow-up. |
| Did Not Proceed (Lost) | 0% | Patient backed out — log a reason for analysis. |
4. Custom fields cheatsheet
On the deal record
| Field name | Type | Why it matters |
|---|---|---|
treatment_type | Dropdown (Botox, Filler, Surgical, Dental, Wellness, etc.) | Drives commission, scheduling rules, and reporting. |
treatment_quote_amount | Currency | Total quoted price. Drives forecasting. |
deposit_amount | Currency | Down payment received. |
provider_assigned | User reference | Which doctor/practitioner will perform the work. |
consultation_date | Date | For follow-up timing and stage-aging reports. |
treatment_date | Date | Procedure date. Drives "treatments this week" reports. |
financing_used | Checkbox | Whether they used CareCredit / similar — affects margin. |
concerns_addressed | Text | Patient's stated concern (kept high-level, NOT clinical). |
On the contact (patient) record
| Field name | Type | Why it matters |
|---|---|---|
referring_source | Dropdown (Doctor referral, Patient referral, Google, Instagram, Yelp, Walk-in, Other) | Tracks which channels actually convert — usually doctor referrals win. |
referring_provider | Text | Name of the physician who referred (for thank-you and reciprocity tracking). |
insurance_relevant | Checkbox | Whether insurance plays any role (most cosmetic = no, most dental = yes). |
preferred_contact_method | Dropdown (Phone, Email, Text) | Compliance + patient preference matter. |
marketing_consent | Checkbox | Did they opt in to marketing communications? Required for compliance. |
chart_id reference field that points to your EMR — that's where clinical data belongs.
5. Activity types
Healthcare-specific activity types under Settings → Activity Types:
- Initial inquiry call — first phone contact
- Consultation — in-office or virtual consult
- Pre-op call — pre-procedure preparation
- Post-op check-in — recovery follow-up
- Recall — annual / 6-month return reminder
- Insurance verification — for practices that bill insurance
- Referral thank-you — outreach to referring providers
6. Lead statuses + tags
Use these lead statuses for inbound inquiries:
- New — fresh inquiry, untouched
- Contacted — initial reach-out made
- Consult Scheduled — booked but hasn't happened yet
- Nurture — interested but not now (price hesitation, timing)
- Disqualified — wrong fit (too far, can't afford, contraindicated)
Recommended tags:
- VIP (gold) — high-LTV patients who've spent $10K+
- Referrer (green) — sends new patients regularly
- Repeat (blue) — has had multiple treatments
- Sensitive (gray) — needs extra communication care
- Out of area (red) — travels in for treatment, special handling
7. End-to-end workflow
A Tuesday at a med-spa with two providers and a patient coordinator using Interface365.
9:00am — Morning consult prep
Patient coordinator opens Interface365. Six consultations scheduled for today. Two patients have nurture tag from previous incomplete treatments. Pull their notes, prep provider briefings.
10:30am — Consultation complete
Provider finishes consult with a new patient interested in injectables. Coordinator logs Consultation activity, sets treatment_type = Filler, treatment_quote_amount = $1,800. Moves deal from Consultation Scheduled to Treatment Quoted.
1:00pm — Quote nurture
Five patients are stuck in Treatment Quoted for 10+ days. Coordinator runs the saved view "Quoted & aging", sends each a personalized text follow-up. One responds — schedule deposit call for tomorrow.
2:30pm — Deposit received
Existing patient transfers $500 deposit for surgical procedure. Coordinator sets deposit_amount = 500, moves deal to Deposit Received. Auto-task fires: "Schedule pre-op call 2 weeks before procedure."
4:00pm — Referral thank-you
Three new patients this week were referred by Dr. Patel. Coordinator runs filter referring_provider = Dr. Patel, sees the cluster, sends personal thank-you note and a small gift via the recurring referral playbook.
5:30pm — Recall sweep
Filter contacts with last treatment 11+ months ago, no upcoming appointment. 23 patients. Schedule a campaign of recall texts for tomorrow morning.
8. Dental practice variant
Dental practices have different rhythms — most patients are recurring (twice-yearly cleanings) rather than one-time consults. Modify the pipeline:
- New Patient Inquiry (10%) — replaces "New Inquiry"
- First Visit Scheduled (30%) — exam + cleaning combo
- First Visit Complete (50%)
- Treatment Plan Presented (60%) — for elective work above cleaning
- Treatment Plan Accepted (75%)
- Active Patient (100%) — Won; enters recurring recall
- Did Not Convert (0%) — Lost
Add custom fields: insurance_provider, has_dental_plan, treatment_plan_total, annual_max_remaining.
9. Provider + coordinator commission management
Cosmetic and elective practices typically pay providers (doctors) a percentage of the treatment value — usually 12-20% — plus pay patient coordinators a smaller percentage (3-7%) for converting quotes into deposits. This compensation model has nothing to do with insurance billing; it's pure cosmetic / self-pay economics. Interface365 doesn't ship a comp engine — model the data here so payout is unambiguous each cycle.
The four-field setup on Deal
Add these custom fields under Settings → Custom Fields → Deal:
| Field | Type | Use |
|---|---|---|
provider_assigned | User reference | Already discussed in §4 — this is the field comp uses to credit the procedure provider. |
provider_commission_rate | Number (percent) | Provider's rate on this deal — typically 12-20% of treatment value, varies by procedure (Botox often higher %, surgical often lower %). |
coordinator_commission_rate | Number (percent) | Patient coordinator's rate — typically 3-7%, paid on converting Treatment Quoted → Deposit Received (the highest-leverage conversion in cosmetic). |
commission_payout_status | Select | Options: pending, provider_paid, coordinator_paid, complete. Most practices pay coordinator on deposit, provider on treatment-day completion. |
Worked example — Tanaka treatment from the walkthrough
- Treatment value = $8,500
- provider_assigned = Dr. Sarah Mitchell
- provider_commission_rate= 15%
- coordinator_commission_rate = 5%
- Provider commission = $8,500 × 15% = $1,275 (paid on Treatment Complete)
- Coordinator commission = $8,500 × 5% = $425 (paid on Deposit Received)
- Total commission = $1,700 (split across two trigger events — see
commission_payout_statusabove) - Day-of add-on (chemical peel) = $1,200 → +$180 provider · +$60 coordinator (both trigger same day)
Three saved views every practice needs
- "My commission this month" — saved view filtered to
provider_assigned = me OR coordinator = me, status = treatment_complete, closed_at >= month_start. Each provider + coordinator gets their own. - "Pending payout reconciliation" — practice-manager-only saved view filtered to
commission_payout_status IN (pending, provider_paid). Reconciled at the end of each pay period. - "Coordinator conversion rate" — pivots quotes-sent vs deposits-received per coordinator over the trailing 90 days. Surfaces who's converting well + who needs financing-pitch coaching.
For practices that pay tiered commissions (provider rate climbs from 15% → 18% past $40K monthly volume, for example), add a commission_tier custom field and update it monthly. Most practices keep it simple with flat rates per procedure type.
10. Where Interface365 fits — alongside, not against, your EMR + scheduling stack
Healthcare practices run a stack: EMR/EHR for clinical records, scheduling for the calendar, billing for insurance claims, CRM for marketing + acquisition + retention. The real question isn't "Interface365 OR Epic?" — those tools don't compete; they own different layers. The right question is: "where does Interface365 sit in my stack?"
Interface365 is positioned as the marketing-and-sales layer for healthcare practices — patient acquisition funnel, treatment-plan quoting, post-quote nurture, recall + retention loop, referral economics. It is NOT an EMR. Clinical PHI lives in your EMR (Epic, Athena, eClinicalWorks, Kareo, Cerner, Modmed) and is referenced by chart_id only.
The "alongside" pattern (most cosmetic / dental / wellness practices)
| Layer | Tool | What it owns |
|---|---|---|
| Patient acquisition + CRM | Interface365 | Inquiry → consult → quote → deposit → recall. Treatment-plan quoting, post-quote nurture, referral attribution, provider + coordinator commission tracking. Source of truth for the funnel. |
| EMR / EHR (clinical) | Epic / Athena / Kareo / NexHealth / Modmed | Diagnoses, medication, scan results, clinical notes, ICD-10 codes, mental health, lab results. Linked to Interface365 by chart_id only — never by clinical detail. |
| Scheduling | Calendly / Acuity / NexHealth / EMR-native | Calendar bookings, provider availability, patient self-scheduling. Webhook appointment.created → Interface365 deal stage advance. |
| Billing + insurance | Practice management (Athena / Kareo / Modmed) / clearinghouses | Claims submission, ERA processing, AR. Webhook deal.deposit_received → invoice generation. Insurance is its own world; cosmetic + self-pay flows through Stripe-style billing. |
| Marketing automation | Mailchimp / ActiveCampaign / Klaviyo | Recall email blasts, nurture sequences, seasonal promotions. Webhook recall.due → email sequence enrollment. |
This is exactly what walkthrough Step 12 demonstrates — treatment-complete fires webhooks to billing + email + Slack. The tools don't fight; they each do what they're best at.
When Interface365 alone is enough
- Solo or 2-3 person cosmetic / wellness practices — Interface365 + an EMR (almost any) + a calendar tool is the entire CRM-side stack. Marketing automation can wait until you scale past 100 active patients/month.
- Cash-pay-only practices (cosmetic, fertility, concierge) — no insurance billing complexity, simpler stack. Interface365 + EMR is sufficient for the entire commercial layer.
- Multi-location boutique chains — Interface365's per-location + per-provider visibility scales cleanly without per-location software seats.
When to pick something else outright
- Insurance-driven primary care, OB-GYN, ortho, cardiology, etc. — your CRM-side life is dominated by insurance verification, prior authorization, claims AR. Practice management systems (Athena, Modmed, Kareo) bundle CRM-light with the billing complexity. Interface365 doesn't compete here — adopt PM software, optionally add Interface365 only for marketing/acquisition if you sell elective services on the side.
- Hospital systems / large multi-specialty groups — Salesforce Health Cloud or Epic's CRM modules are the only tools at that scale. Interface365 is sized for solo to ~20-provider practices.
- Dental practices needing tight insurance integration — dental-specific PMS (Dentrix, Eaglesoft, Open Dental) handle insurance claim submission natively. Interface365 + a dental PMS is the right combo; using Interface365 alone misses the claims layer.
Bottom line: think of Interface365 as the patient-acquisition + retention layer, sitting cleanly above your EMR and below your insurance billing. The boundary is clinical data — anything PHI-flagged stays in the EMR; everything else (funnel state, financial decisions, marketing touches, recall cadence) lives here.
11. Next steps
Ready to set this up? Start your free trial. Most practices have their pipeline live and patients flowing through within a single afternoon.
Need help mapping your specific specialty (cosmetic, fertility, dental, etc.)? Email hello@interface365.ai — we'll send a tailored configuration plan within 48 hours.