Ultravisión uses Zoho Flow to automate operations and save over $35,000 a year

About the company

Based in Chile, Ultravisión is a leading ophthalmology and refractive surgery network with over 30 years of experience, more than 60,000 surgeries performed, and 15 locations nationwide. Specializing in procedures such as LASIK and PRK, Ultravisión combines medical expertise, advanced technology, and personalized care to treat vision conditions including myopia, hyperopia, astigmatism, and presbyopia. The organization is committed to making high-quality eye care more accessible through free evaluations, Fonasa and Isapre coverage options, and flexible financing plans, with the goal of improving patients’ vision and quality of life.

Automating appointment scheduling and patient records

Patients expect a smooth and efficient experience when scheduling check-ups or surgeries. Ultravisión uses Sked24, a healthcare-specific appointment scheduling application, alongside Zoho CRM to manage patient data.

Pablo Silva, the system administrator at Ultravisión, was tasked with finding a solution to integrate their existing applications. After exploring various options, he chose Zoho Flow. The appointment flow is the most complex flow Ultravisión runs, in part because the company has duplicate lead records across the system, so the flow has to check deals, contacts, and other records before acting.

Ultravisión runs its accounts and financial records on SAP S/4HANA, so patient data has to reach both systems. When an appointment is booked, a flow gets triggered in Zoho Flow, sending the appointment details to Zoho CRM. The flow checks whether the patient is new or existing, creating a record in the first case and updating the current one in the second case. Custom functions format and validate the data along the way, and the validated information is added to SAP S/4HANA.

Automating lead capture across every channel

Ultravisión brings in potential patients from several channels such as their website, paid campaigns on Meta through an advertising agency, and referrals.

For the website, Silva built a flow that connects the site's contact form to Zoho CRM with a webhook trigger. On submission, custom functions validate and format the data, then the flow checks for an existing lead. If the lead is new, it creates a record. If the lead is already there, it updates the existing one, so the team can see the full history of anyone who has reached out before.

Google Sheets is used as a gateway for collecting leads from Meta campaigns. Zoho Flow picks them up, standardizes the phone number, and sets the province field before pushing them to Zoho CRM. Referrals are handled through Referral Factory, integrated with Zoho CRM, so regardless of the source, leads arrive in one place with a consistent format.

Benefits and ROI

"Zoho Flow is a versatile and user-friendly platform that enables seamless integrations at a cost-effective price. Using Zoho Flow, we save at least $35,000 and over 3,500 hours in a year.

– Person Name, Job Title, Company Name

Since implementing Zoho Flow, Ultravisión has grown from 10 to over 60 automations, spanning their medical calendar, SAP S/4HANA, Meta, Referral Factory, Google Sheets, and Zoho Desk.

The payoff has been financial and operational. Moving to Zoho Flow has helped them save over $35,000 a year in costs. Automating these processes removed manual data entry, improved data accuracy, and gave the team real-time data to work from, which has improved both operational efficiency and the patient experience, saving 3,500 hours in a year.

Moving forward

Ultravisión is exploring additional Zoho applications, including Zoho Mail, Zoho Books, Zoho Meeting, and Zoho Sites, and looking at how to connect them through Zoho Flow, including future integrations with AI services that support REST APIs.