EVE Clinic

About the client

EVE Clinic (eveclinic, s.r.o., Bratislava) is a private medical clinic providing comprehensive outpatient and aesthetic care — from consultations through scheduled procedures (including one-day medical care with anesthesia) to post-operative checks. A team of doctors, beauticians, and nurses guides each patient from the first contact through the procedure to follow-up. With a growing patient base, the clinic hit a ceiling — administrative processes were holding it back more than the capacity of its consulting rooms.

The challenge

Reception, doctors, and nurses worked with a mix of paper charts, the PlanFy booking calendar, and separate systems for invoicing. Neither patients nor staff had a single view of patient history and a 360° client context:

• Appointments were recorded in PlanFy and Excel; paper questionnaires and informed consents were printed and filed in binders
• Each procedure had its own form (informed consents for laser, sterilization, botulinum toxin, anesthesia, vasectomy, acids, and others) — all on paper, often in three languages (SK/EN/DE) depending on the patient
• During follow-up visits, doctors leafed through the entire chart by hand — without instant access to previous consultations, photo documentation, and call history
• Pricing plans, deposit agreements, proforma invoices, final invoices, and credit notes were managed separately
• Pre-operative examinations for procedures with anesthesia (mandatory at least 14 days before the procedure) were tracked manually
• Phone calls and the call center (technologically Swan PBX + AdWeb CZ) were not connected to the patient chart
• Bank payments were reconciled manually — without integration to Tatrabanka and Slovenská sporiteľňa
• For post-operative protocols, the batch number of the applied material was glued as adhesive labels onto a separate sheet of paper

The solution

Modulario provided a cloud application on AWS with multi-user access, GDPR, and ISO/IEC 27001 standards — covering the entire process from booking through consultation to invoicing, with integration to the clinic’s existing external systems:

Process modules

• 360° patient view — after selecting a client, all current and historical appointments, consultations, pricing plans, documents, payments, post-operative protocols, post-procedure checks, and call records are displayed in one place
• Patient registration and questionnaire — pre-filled from the PlanFy booking via integration, medical history, allergies, history of procedures, signature on a tablet
• Informed consents and GDPR — electronic completion and signing of documents on a tablet, storage as PDF with timestamp and signer identity, 3 language versions SK/EN/DE with different visuals according to the procedure type
• Consultation sheet — pre-filled data, “skeleton” text template, selection of multiple treatments simultaneously, photo documentation of the pre-procedure state
• Pricing plan, deposit agreement, and invoicing — automatic generation of pricing plan from the pricelist and procedures, agreement on procedure price with deposit (default €200), proforma invoice, final invoice, and credit note — all linked to the patient and procedure
• Pre-operative examinations — appointment at least 14 days before the procedure, automatic color highlighting and notifications as the date approaches
• One-day medical care contract — plus informed consent with anesthesia and patient instruction
• Post-operative (surgical) protocol — description of the course and result of the procedure, pre-prepared signature with imprint of the doctor’s stamp, digital records of the batch of applied material instead of adhesive labels
• Post-procedure checks — simple records (date, note, photo documentation, patient signature) tied to the consultation
• Express treatments — separate agenda for fast applications (botulinum toxin, acids, laser) with an enumeration of facial locations and tracking of preparation volumes

Integrations

• PlanFy — booking calendar with appointment reservation and SMS notifications, pre-fill of client data from the web booking
• AdWeb CZ + Swan PBX — call center connection to the patient chart, phone number in international format as a unique identifier, records of successful, unsuccessful, and missed calls
• Tatrabanka + Slovenská sporiteľňa — bank API for automatic payment reconciliation, color notifications for upcoming due dates and missing payments
• Email gateway (SMTP) — sending documents and notifications to clients

Security and operations

• AWS cloud environment in the EU, automatic backups in 24-hour intervals
• Compliance with GDPR (EU 2016/679) — logging of every access to personal data, encryption of sensitive data (birth number, medical information)
• ISO/IEC 27001 standards
• Granular roles — Reception, Assistant, Doctor/Beautician, Manager, Administrator (each role sees only what it should — for example, a doctor only their own consultation sheets)
• Change history for at least 5 years (who, when, what was edited)
• After a document is signed, its content cannot be edited (only cancellation / new version)
• AMCEF technical support during business days 8:00 – 16:00