Getting started with TrichoSuite: from clinic set-up to the first quote

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This guide walks through what a clinic does in its first days with TrichoSuite, in the order it makes sense to do it. You do not need everything configured to start: with steps 1 to 4 you can already see a patient.

Step 1: set up the clinic

The first time you sign in, the set-up wizard takes you through six screens:

1. Clinic type, to tune the portal to what you do.
2. Clinic details: name, address and contact.
3. Opening hours, which feed the schedule and the reminders.
4. Team: the people who will use the portal.
5. Prices for your procedures, so quotes come out with your rates.
6. Chatbot, the first channel for anyone who writes to the clinic.

You can skip steps and come back later.

Step 2: add the team and assign roles

Each person signs in with their own account and sees what applies to them. The roles are:

• Clinic administrator: settings, team and billing.
• Doctor: patient record, consultation, surgical plan.
• Nurse and medical assistant: support in consultation and surgery, measurements and follow-ups.
• Front desk: schedule, basic patient details and calls.
• Technician: 3D scans and technical analysis.

Each role has its own home dashboard. The practical rule: give each person the minimum they need; permissions can be adjusted later. The system records who opens each record (patient record and consents).

Step 3: your first patient

You can create the record by hand or import a patient list you already have. The record holds contact details, history, medication, documents, photos and consents, so everything lives in one place and you do not return to the problems of a scattered record. Start with one truly complete record before importing hundreds: that way you see the whole flow.

Ask the patient for consent with the digital signature and take the baseline photos with the fixed order of angles (photos and follow-up).

Step 4: the first appointment

In the schedule, create the appointment, choose the visit type and let the reminder do its job. If you work with Google Calendar or Outlook, connect it in settings and appointments will appear there too. The detail is in scheduling, waiting room and reminders.

Step 5: the first consultation with the AI scribe

The scribe listens to the consultation and proposes the record fields and the summary, and you review and accept or reject each proposal: nothing is saved as clinical data until a person approves it. An important notice: it only records with the patient's consent, and until a lawyer has reviewed the consent text, in production it is tried with test patients and demo clinics. Start with a test patient to see how it proposes, what you correct and how long the review takes.

Step 6: the first quote

With the patient in consultation:

1. If you have an iPhone or iPad with LiDAR, do the 3D scan and mark the zones.
2. Calculate grafts with the zone calculator.
3. Generate the quote with your prices and send it the same day. That is the part The quote that never closes explains.
4. When the patient accepts, the quote becomes an invoice (quotes, invoices and VeriFACTU).

Today the quote PDF is generated in Spanish.

Step 7: give the portal to the patient

The patient portal lets them see their documents, upload follow-up photos and message you, with nothing to install. It is the step that cuts the "when was my check-up?" calls.

What can wait until the second week

• The lead CRM and campaigns.
• The voice and WhatsApp agent, once your hours and usual answers are clear.
• Reports and surveys once there is enough data.
• The integrations with your calendar and phone numbers.

Frequently asked questions

How long does it take to get a clinic running?

With the set-up wizard, steps 1 to 4 can be done in one working session by the administrator; what takes longer is deciding prices and roles, not the clicks. We do not promise exact timelines because they depend on how much data you bring.

Can I import my current patients?

Yes, there is a patient import screen. Try a small batch first and check the resulting record.

Which plan do I need to start?

It depends on the number of users and active patients; the limits and prices of each plan are always on the pricing page, which is changing. The sum on the payback is in the return on investment.

When you want to see it with your own data, request the demo.