International leads going cold overnight
The clinic operated in one of the world's most competitive medical-tourism markets. Patients from the UK, Germany, and the Gulf were browsing multiple providers simultaneously — and whoever responded first won the booking.
Their team worked Istanbul hours. Leads submitted at 10 pm London time sat unanswered until 8 am the next morning — an 8-hour gap that competitors used to close the sale. Even during business hours, a 45-person staff handled phone calls, WhatsApp threads, Instagram DMs, and website enquiries across four languages with no centralised system. Leads slipped through, duplicates were missed, and hot prospects cooled.
Worse: three years of CRM data — over 18,000 enquiries — sat dormant. There was no capacity to work them.
A multilingual AI agent that never sleeps
STOAIX deployed a multilingual AI agent across WhatsApp, Instagram DM, and the clinic's website chat — simultaneously. The agent was trained on the clinic's pricing, procedure FAQs, before/after protocols, and visa support documentation in English, Turkish, and Arabic.
Within seconds of a new enquiry arriving — at any hour — the agent responded, asked qualifying questions (budget, timeline, previous procedures), scored the lead, and either booked a video consultation directly into the surgeon's calendar or flagged it for a human follow-up the next morning.
The existing CRM export was loaded into STOAIX's re-activation module. A personalised outreach sequence was built for each segment: cold leads who enquired 6–12 months ago, leads who'd seen a price quote but never replied, and prior patients eligible for a second procedure. The AI handled the outreach; the team handled the warm replies.
"We used to lose half our weekend leads before we even saw them on Monday morning. With STOAIX, we're responding within minutes regardless of what time it is. Our UK patients constantly comment on how fast we reply."
8 hours → 4 minutes. 5% → 8% conversion.
In the first six weeks after go-live, average response time collapsed from over 8 hours to under 4 minutes — 24/7, including weekends. The AI handled the majority of all incoming enquiries without any human involvement.
Of the 18,000 reactivated cold leads, a meaningful portion re-engaged. The re-activation sequence alone generated dozens of booked consultations in the first campaign cycle, with a cost-per-booking dramatically lower than paid media.
Sales conversion moved from 5% to 8% — a 60% relative improvement. Consultation show-up rates lifted from 50% to 70% after STOAIX began sending personalised pre-appointment reminders and handling day-before confirmation over WhatsApp. The clinic's human team now focuses on closing warm leads — not chasing cold ones.