A bright dermatology clinic reception in soft morning light

PROPOSAL FOR LEEMA CLINIC · Branding · digital presence · clinic operations

A clinic that is easier to find, easier to book, easier to run.

One programme that gives Leema Clinic its brand, its online presence and the connected systems behind reception, the clinic rooms and management.

Tailor-madeArabic & EnglishOne platformTrained team

WHO WE ARE · EUROPEAN HERITAGE, GULF DELIVERY

Belgium capability · Gulf delivery · Leema workflows

Built in Belgium. Delivered in the Gulf.

OneBonsai has built AI, software and immersive training for European hospitals, banks, ministries and industry since its founding in Belgium. OneBonsai Gulf brings that team to the region and makes it work inside your clinic.

Builds the capabilityOneBonsai

Production AI, custom software, VR training and simulation for European enterprises and public bodies.

Makes it work hereOneBonsai Gulf

Based in Abu Dhabi. Advises, integrates, deploys and trains teams so systems are used every day.

Puts it into daily careLeema Clinic

Dermatology and cosmetic care. Reception, doctors and management each get the tools for their job.

66published references on onebonsai.com

AI · software · VRthree capabilities, one team

Abu DhabiGulf office; delivery in Saudi Arabia

AR + ENevery patient-facing piece bilingual

PUBLISHED REFERENCE WALL · ONE PAGE

Organisations shown on onebonsai.com

Belgian proof, at a glance.

Hospitals, banks, ministries, universities and industry. The same team, the same standard of work.

HOW WE WORK · FOUR MOVES

The OneBonsai method

Start with one workflow. End with a team that owns it.

We do not arrive with a box of software. We start where the clinic feels the pain, build around what already exists, put it into daily use and hand over real capability.

The same four moves for every part of this programme

01Start with a real workflow

Booking, check-in, stock or billing: one job the team does every day.

02Build around what exists

Your phone numbers, your doctors’ hours, your products, your rules.

03Put it into daily use

Training by role, short videos, a support channel that answers.

04Hand over the capability

Leema owns the domain, the accounts, the data and the know-how.

OUR POSITION · ONE SENTENCE

What makes this different

We do not sell a ready-made system. We build Leema’s.

Off-the-shelf clinic software makes the clinic adapt to the software. We do the opposite: established, proven platforms where they fit, custom work where they do not, and one simple front for everyone.

Ready-madeThe clinic adapts to the software.

Generic screens built for every clinic in the world
Arabic as an afterthought
Features you pay for and never use
Training is a PDF
Your data in someone else’s shape

Tailor-madeThe software adapts to the clinic.

Screens designed around reception, doctors and management
Arabic and English from the first day
Proven platforms underneath, custom work on top
Training by role, in person, then on call
Leema owns the domain, accounts and data

ONE PLATFORM · ONE DOMAIN

Everything under leemaclinic.com

One address. Three doors.

Patients, signed-in patients and staff each enter through their own door, but it is one platform with one set of data behind it.

leemaclinic.com

Public · patients and search engines

The website

Services, doctors, location and hours
Arabic and English, right-to-left ready
Book online or message on WhatsApp
Articles, FAQs and newsletter sign-up

Easier to find

leemaclinic.com/app

Signed-in patients · phone or browser

The patient app

Book, reschedule, cancel
Appointment QR code for check-in
Approved documents and results
Packages, subscriptions and payments

Easier to book

leemaclinic.com/clinics

Staff · reception, doctors, management

The operational portal

Central diary and resource calendars
Patient records and clinical workflows
Stock, equipment, billing and packages
Dashboards and the weekly summary

Easier to run

CONNECTED SYSTEM DESIGN · ONE PATIENT VISIT

What "connected" means in practice

One visit, nine steps, no re-typing.

A patient books in the app. Everything that follows happens in one system, with a named person responsible at each step.

01Books

In the app, on the website or by WhatsApp

02Reception sees it

Same diary, same slot

03QR code

Confirmation with a secure code

04Checks in

Reception scans, verifies identity

05Doctor documents

Templates, consent, photos

06Stock recorded

Product, batch, quantity

07Invoice issued

Paid by card, link or package

08Aftercare sent

Doctor-approved instructions

09Reporting updates

Management sees it the same day

WebsitePatient appBookingClinical recordsWhatsApp receptionEmailLaboratoryStockBilling & paymentsPackagesReporting

PART ONE · BRAND & PRESENCE

SECTION 01

01

Brand & presence

A consistent identity in Arabic and English, a website that books, and a clinic that appears when people search nearby.

In this section

01Full branding and visual identity
02Arabic and English website
03Google Maps and local search
04A new patient finds Leema

01 · BRAND & PRESENCE · IDENTITY

Section 2 · Full branding and visual identity

One identity, everywhere a patient looks.

A professional, consistent identity for Arabic-speaking and English-speaking patients, from the website to the reception desk to the staff badge.

Practical benefit

Patients meet the same recognisable clinic on the website, on social media, in messages and at the premises.

Positioning and key messages

What Leema stands for, in one page each language.

01

Arabic and English logo

Developed from the existing mark; usage rules.

02

Colours, type, photography

A palette, two typefaces and a visual style guide.

03

Stationery and cards

Business cards, letterheads, appointment cards, email signatures.

04

Treatment and aftercare templates

Consistent descriptions of services and care.

05

Reception, signage, badges, uniforms

Designs supplied; printing and production quoted separately.

06

01 · BRAND & PRESENCE · WEBSITE

Section 3 · Arabic and English website

A website that explains and books.

Mobile-friendly, right-to-left ready, and connected to the booking system so a visitor can become a patient at midnight.

Practical benefit

Patients can learn about the clinic and book at any time, including outside reception hours.

Home and about

Who Leema is, in both languages.

01

Doctor profiles

Approved qualifications and availability.

02

Treatment pages

One page per confirmed service, with preparation and aftercare.

03

Online booking

Linked to the central diary.

04

WhatsApp and secure forms

Contact without a phone call.

05

Location and hours

Directions, parking, opening times.

06

Articles and newsletter

Educational content with sign-up.

07

Packages and memberships

What is offered and how to join.

08

Privacy and consent

Clear information and options.

09

01 · BRAND & PRESENCE · WHAT A VISITOR SEES

leemaclinic.com · illustrative

Calm, bilingual, built to book.

One screen that says who the clinic is, which doctor to see and how to book, with the WhatsApp line one tap away.

01
Language switch Arabic and English share one structure; the Arabic version flips to right-to-left.
02
Book now Opens the live diary, not a contact form.
03
Doctors first Patients choose a person, not a product.
04
Education Articles answer the questions reception hears every day.

Illustrative Leema Clinic homepage on a desktop monitor

Illustrative interface · every figure is an example · built on Leema's own data after discovery

01 · BRAND & PRESENCE · BEING FOUND

Section 4 · Google Maps and local search visibility

Appear when someone nearby searches for skin care.

A verified Google Business Profile, consistent details everywhere, and a website structured for the Arabic and English searches patients actually type.

Practical benefit

People looking for nearby dermatology and aesthetic services find the clinic and contact it more easily.

Google Business Profile

Created or claimed, then verified.

01

Correct everywhere

Location, hours and phone consistent across directories.

02

Approved photographs

Services organised, images the clinic signed off.

03

Booking linked

Map listing points to the live diary.

04

Search structure

Pages built for the searches patients make.

05

Calls and bookings tracked

Where supported, so improvement is measured.

06

01 · BRAND & PRESENCE · IN PRACTICE

A short story · illustrative

Thursday, 9.40 pm. A search, a page, a booking.

9.40 pm

A search for a dermatologist nearby

Leema appears on the map with photos, hours and a booking button.

9.42 pm

The Arabic page for the treatment

Preparation, aftercare and the doctor who performs it, in her language.

9.45 pm

A consultation booked for Sunday

Confirmation arrives on WhatsApp with a QR code. Reception sees it the next morning.

Outside reception hours

A patient holding a phone in a bright waiting area

PART TWO · PATIENTS · APP & BOOKING

SECTION 02

02

Patients: app & booking

A simple patient app, one central diary, calendars that know which room and machine are free, and reminders that arrive on time.

In this section

01The patient app
02QR check-in on arrival
03Central booking system
04Doctor, room and equipment calendars
05Automated reminders and follow-ups
06Sara books on Thursday night

02 · PATIENTS · WHAT THE PATIENT SEES

Section 7 · leemaclinic.com/app · illustrative

Six clear actions. Nothing else on the home screen.

Book, my appointments, my doctor, my documents, my package, contact the clinic. Arabic and English, phone or browser.

01
Installable Starts as a mobile-friendly web app; iPhone and Android store apps can follow, scoped separately.
02
Secure account Registration, login, recovery and communication preferences.
03
Approved documents only The patient sees what the clinic releases; internal notes stay internal.
04
Pay in the app Deposits, balances and subscriptions through the payment provider.

Three illustrative phone screens of the Leema patient app: home, booking and appointment QR code

Illustrative interface · every figure is an example · built on Leema's own data after discovery

02 · PATIENTS · THE APP IN DETAIL

Section 7 · Simple patient application

One place for appointments, documents and payments.

Connected to the booking and patient systems, so what the patient sees is what reception sees.

Practical benefit

Patients have one simple place for appointments, clinic documents, payments and arrival check-in.

Patient account

Secure registration, contact details, preferences, recovery.

01

Booking

See availability, choose service and practitioner, book, move or cancel within clinic rules.

02

Doctor information

Profiles, specialities, availability, preparation instructions.

03

Documents

History, released summaries, approved results, prescriptions, invoices, consent forms.

04

Appointment QR code

A secure code per booking; shown on arrival.

05

Payments and memberships

Balances, invoices, outstanding amounts, payment methods, cancellations.

06

02 · PATIENTS · ARRIVAL

Section 7E · Appointment QR code

Arrive, show a code, sit down.

Every confirmed appointment carries a secure QR code. It references the booking, never medical information.

On arrival

01Patient shows the code

From the app, a WhatsApp message or a printout.

02Reception scans it

Any phone or a desk scanner.

03System checks the booking

Cancelled, changed or already used codes are handled by rule.

04Identity verified

Reception confirms the person, not the phone.

05Marked as arrived

The doctor’s day list updates at once.

Reception can always find a booking manually when a patient does not have their phone.

02 · PATIENTS · ONE DIARY

Section 8 · Central booking system

Every appointment in one diary.

Website, app, WhatsApp, telephone or walk-in: whatever the source, the booking lands in the same system with the same rules.

Practical benefit

Reception manages appointments more efficiently and avoids scheduling errors.

By service and practitioner

Different durations per treatment.

01

Reschedule, cancel, wait-list

Within rules the clinic sets.

02

Confirmations and reminders

Automatic, in the patient’s language.

03

Deposits where applicable

Taken at booking for selected services.

04

Reception’s daily list

Status tracking from booked to completed.

05

Consultation first

Where assessment is required, the system offers a consultation, not a treatment slot.

06

02 · PATIENTS · RESOURCES

Section 9 · Doctor, room and equipment calendars

A laser slot needs a doctor, a room and a working machine.

The diary checks all three at once, plus preparation and cleaning time, so a booking is only offered when it can actually happen.

Practical benefit

Fewer double bookings and no appointments scheduled when the required resources are unavailable.

People

Doctor, nurse and therapist availability; leave.

01

Rooms

Treatment rooms with preparation and cleaning time.

02

Devices

Shared machines; maintenance windows block the slot.

03

Blocked periods

Training, holidays, inspections.

04

Google Calendar link

Optional, with limited appointment information only.

05

Equipment down

A device marked unavailable disappears from booking.

06

02 · PATIENTS · TIMELY MESSAGES

Section 22 · Automated reminders and follow-ups

The right message, at the right moment, once.

Reminders follow the clinic’s approved workflows and the patient’s preferences, and stop the moment the action is done.

Practical benefit

Patients receive timely information; staff spend less time chasing routine tasks.

Before the visit

Confirmation, reminder, deposit, pre-visit forms, preparation.

01

Missing documents

Forms and consents not yet completed.

02

After the visit

Doctor-approved aftercare, questionnaires, review reminders.

03

Money

Package expiry, renewals, failed payments, outstanding balances.

04

Results

Pending laboratory tasks, unreviewed-result escalation.

05

Operations

Stock and maintenance reminders for staff.

06

02 · PATIENTS · IN PRACTICE

A short story · illustrative

A booking, a reminder, a five-second check-in.

Thursday

Sara books a laser session in the app

The diary offers only slots where Dr. Noor, room 2 and the machine are all free. A deposit is taken.

Saturday

A reminder in Arabic

With preparation instructions and her QR code. She confirms with one tap; no second reminder is sent.

Sunday

She shows the code at reception

Scanned, verified, marked arrived. Dr. Noor’s list updates before Sara sits down.

One diary · three channels

PART THREE · RECEPTION & COMMUNICATION

SECTION 03

03

Reception & communication

A clinic-owned WhatsApp inbox, professional email on your own domain, and social media that publishes on schedule after a clinician approves it.

In this section

01WhatsApp reception
02Google Workspace and professional email
03Social media setup and management
04Automated publishing with approval
05Monday morning at reception

03 · RECEPTION · WHAT RECEPTION SEES

Section 10 · WhatsApp reception · illustrative

One shared inbox. Nothing overlooked.

Every conversation is assigned, answered or escalated. Routine questions are answered automatically; anything clinical goes to a qualified person.

01
Clinic-owned number The WhatsApp Business line belongs to Leema, not to a staff member’s phone.
02
Assignment Each conversation has an owner and a response deadline.
03
Automatic answers Where, when, how to book, how to reschedule: answered at once, in both languages.
04
Hand-over Treatment suitability and complications route to clinical staff by a defined process.

Illustrative shared WhatsApp reception inbox on a desktop monitor

Illustrative interface · every figure is an example · built on Leema's own data after discovery

03 · RECEPTION · WHATSAPP

Section 10 · WhatsApp reception and communication

Faster answers, fewer missed enquiries.

A clinic-owned WhatsApp Business line for authorised staff, with automation for the administrative questions and a clear route for the clinical ones.

Practical benefit

Patients receive faster administrative responses, and enquiries are less likely to be overlooked.

Shared reception inbox

Welcome messages, outside-hours replies, in Arabic and English.

01

Approved answers

Location, hours, how to book, how to reschedule.

02

Booking in the chat

Links, confirmations, reminders, rescheduling.

03

Assignment and alerts

Conversation owners; unanswered-enquiry alerts.

04

Clinical routing

Suitability and complications go to qualified staff.

05

History and tasks

Every conversation kept; follow-ups become tasks.

06

03 · RECEPTION · EMAIL ON YOUR DOMAIN

Section 11 · Google Workspace and professional email

Every employee an account, no shared passwords.

Professional email on leemaclinic.com, shared calendars and document folders for administration. Clinical records stay in the healthcare system.

Practical benefit

Professional communication, clearer responsibility for enquiries, and control when employees join or leave.

info@ · appointments@ · reception@

General addresses as groups or delegated mailboxes.

01

accounts@ · management@

Billing and management, routed to the right people.

02

doctors@

An authorised internal group.

03

firstname.lastname@

One account per employee, with recovery and multi-factor sign-in.

04

SPF · DKIM · DMARC

Authentication so clinic email is trusted and not spoofed.

05

Join and leave

Onboarding and offboarding procedures; access ends on the last day.

06

03 · RECEPTION · SOCIAL MEDIA

Section 5 · Social media setup and management

An active, professional presence that educates.

Accounts the clinic owns, branded profiles, and a monthly calendar of educational content reviewed by a clinician before it goes out.

Practical benefit

The clinic maintains an active, professional presence that supports patient education and enquiries.

Accounts owned by the clinic

Created or claimed, with ownership documented.

01

Doctor and clinic introductions

Short videos; faces patients will recognise.

02

Educational posts

Skin health, treatment explanations, common questions.

03

Monthly content calendar

Arabic and English captions where appropriate.

04

Comments and enquiries

Monitored and routed to reception.

05

Performance reporting

What worked, monthly.

06

03 · RECEPTION · PUBLISHING WORKFLOW

Section 6 · Automated social media publishing

Prepared, approved, published on schedule.

A structured path from draft to post. Medical statements and promotional claims are approved by the clinic’s designated reviewer before anything is scheduled.

The workflow

01Content prepared

Drafts, images and captions in both languages.

02Clinic reviewer approves

Medical information and promotional claims checked.

03Enters the calendar

Approved items are scheduled.

04Publishes automatically

Where the platform supports it.

05Enquiries to reception

Comments and messages routed to the inbox.

06Management summary

A short performance report.

The system flags content awaiting approval, failed publications, unanswered enquiries and upcoming campaigns. Healthcare advertising is reviewed against applicable Saudi requirements.

03 · RECEPTION · IN PRACTICE

A short story · illustrative

Twenty-three messages overnight. Three need a person.

8.00 am

The inbox has sorted itself

Twenty questions about hours, location and booking were answered automatically, in the language they arrived in.

8.05 am

Three are assigned

Two reschedules to reception, one question about a reaction after treatment to the nurse, with a deadline.

8.30 am

The day list is ready

Arrivals, outstanding forms and deposits visible; the doctor’s first patient has already checked in by QR.

Nothing overlooked

A dermatologist examining a patient under a lamp

PART FOUR · CLINICAL OPERATIONS

SECTION 04

04

Clinical operations

Organised patient records, a consistent visit workflow for doctors and nurses, proper consent and photography, and laboratory results that never sit unread.

In this section

01Digital patient records
02Doctor and nursing workflows
03The doctor’s day
04Consent and clinical photography
05Laboratory requests and results
06A consultation at Leema

04 · CLINICAL · RECORDS

Section 12 · Digital patient records

The patient’s history in one place, by permission.

An established healthcare system configured for Leema. Access depends on the person’s role; the system records who looked and who changed what.

Practical benefit

Authorised clinicians review a patient’s history without searching paper files, spreadsheets and messages.

Identity and contact

Plus communication preferences.

01

History and allergies

Medical history, current medication, previous procedures.

02

Notes and plans

Consultation notes, diagnoses, treatment plans, follow-ups.

03

Procedures and photographs

Procedure records and clinical images, dated and referenced.

04

Consent

Versioned consent documentation.

05

Laboratory

Requests and results in the record.

06

Prescriptions

Where supported by the system.

07

Appointments and billing

Linked to the visit.

08

Access log

Relevant access and changes recorded.

09

04 · CLINICAL · THE VISIT

Section 13 · Doctor and nursing workflows

One visit, eight steps, nothing forgotten.

A simple, consistent process for every patient visit, with templates for consultations and procedures and alerts for anything left unfinished.

A typical visit

01Arrival and identity

QR scan or manual lookup.

02Review information

History, allergies, outstanding forms.

03Required forms

Questionnaires and consent checked.

04Consultation or treatment

Templates per service.

05Products recorded

Product, batch, expiry, quantity, site.

06Aftercare

Approved instructions sent.

07Follow-up tasks

Between doctor, nurse and reception.

08Billing and next visit

Invoice issued, next appointment booked.

Injectable-treatment templates record product, batch number, expiry date, quantity, treatment locations, practitioner and follow-up instructions. Unfinished records raise an alert; the clinician reviews and signs off.

04 · CLINICAL · WHAT THE DOCTOR SEES

Section 13 · leemaclinic.com/clinics · illustrative

Today’s list, and the record for the patient in the chair.

Arrived patients at the top, outstanding consents flagged, and an injectable record that takes a minute to complete.

01
Day list Status from booked to arrived to in room to completed.
02
Flags Missing consent, missing questionnaire, unfinished previous record.
03
Injectable record Product, batch, expiry, units and sites, with the practitioner’s sign-off.
04
Aftercare One click sends the approved instructions to the patient.

Illustrative doctor’s day list and injectable treatment record on a desktop monitor

Illustrative interface · every figure is an example · built on Leema's own data after discovery

04 · CLINICAL · CONSENT

Section 14 · Consent and clinical photography

Treatment, photography, marketing: three different permissions.

Procedure-specific consent forms approved by the clinic, versioned and dated, with photographs stored securely and separate permission for any marketing use.

Practical benefit

The clinic can distinguish consent for treatment, clinical photography, communications and marketing use.

Procedure-specific forms

Approved by the clinic; version and date tracked.

01

Who completed, who reviewed

Recorded with the form; patient copy where appropriate.

02

Standardised photography

Instructions so before and after are comparable.

03

Secure storage

Dated, treatment-referenced, restricted access.

04

Separate marketing permission

Never implied by treatment consent.

05

Digital signature validated

Arrangements checked against applicable requirements.

06

Sample tubes in a rack on a laboratory bench

04 · CLINICAL · LABORATORY

Section 15 · Laboratory requests and results

No result sits unread.

Every test is tracked from request to review, with the responsible clinician named and overdue results escalated.

01Order and identify
Request and sample identifiers, collection dates, status.

02Receive
Secure uploads, or a direct laboratory connection where available.

03Notify and review
The responsible clinician is told; review is recorded.

04Escalate
Overdue and critical results follow a clinic-approved process with an accountable person.

05Tell the patient
Communication recorded; approved results released to the app.

Practical benefit

The team sees which tests are outstanding and which results still require action.

04 · CLINICAL · IN PRACTICE

A short story · illustrative

Twelve minutes with the doctor. Everything recorded in one.

10.15

The record opens with the flags

Allergy noted, consent for the procedure already signed on the tablet at reception, previous photos side by side.

10.22

The injectable template

Product, batch and expiry scanned from the vial; units and sites tapped on a diagram; stock deducted automatically.

10.27

Sign-off and aftercare

The doctor signs; the approved aftercare goes to the patient’s phone; a two-week review task appears for the nurse.

Documented, deducted, followed up

A clinic medicine store with ordered shelves

PART FIVE · BUSINESS CONTROL

SECTION 05

05

Business control

Stock that warns before it runs out or expires, equipment that is maintained on time, and billing, packages and memberships that always add up.

In this section

01Medicines and consumables stock
02Equipment and maintenance
03Billing and automatic payments
04Treatment packages
05Memberships and subscriptions
06The end of a month

05 · CONTROL · STOCK

Section 16 · Medicines and consumables stock control

Know what you have, what expires and what to order.

Every injectable, medicine, consumable and retail product tracked by batch and expiry, deducted automatically when a treatment is recorded.

Practical benefit

Fewer avoidable shortages, fewer expiry losses, and no uncertainty about product usage.

Product, supplier, cost, location

Quantity available by batch and expiry.

01

Low-stock and expiry alerts

Minimum levels per product.

02

Suggested purchase orders

Routed to management for approval.

03

Treatment-linked deductions

Usage, wastage and returns recorded at the chair.

04

Discrepancy reports

Counted versus expected.

05

Recall tracing

Which patients received which batch.

06

A laser device beside a treatment bed in a bright room

05 · CONTROL · EQUIPMENT

Section 17 · Equipment and maintenance

Every device, serviced on time.

An equipment register for durable medical devices. A device marked unavailable is blocked from the diary automatically.

01Register
Name, location, serial number, purchase, warranty, service provider.

02Schedule
Maintenance, calibration, cleaning and inspection records.

03Faults and repairs
Fault reports, repair history, downtime.

04Diary link
Unavailable equipment cannot be booked.

05Cold storage
Compatible sensors can watch refrigerator temperature and alert staff, backed by a response procedure.

Practical benefit

The clinic plans maintenance and responds to equipment problems with clearer information.

05 · CONTROL · BILLING

Section 18 · Billing and automatic payments

What was charged, paid and still outstanding, at a glance.

Appointment and treatment activity flows into invoices and payments. Card details are handled by the payment provider, never stored by the clinic.

Practical benefit

Staff and patients see clearly what has been charged, paid and remains outstanding.

Invoices and receipts

Consultation and treatment invoices, receipts, refunds.

01

Payment links and deposits

Card and supported local methods.

02

Clear statuses

Successful, pending, failed, refunded, duplicate, outstanding.

03

Discount approvals

Who may approve what.

04

Daily reconciliation

With accounting integration.

05

Saudi e-invoicing

Integration following a requirements review.

06

05 · CONTROL · PACKAGES

Section 19 · Treatment packages

Sessions bought, used and remaining, without a calculator.

Packages approved by the clinic, each with defined services, sessions, price, validity, booking conditions and refund rules.

Practical benefit

Patients understand what they bought; staff verify the remaining balance without manual calculation.

Defined packages

A course of consultations, a multi-session plan, a skincare programme, follow-ups.

01

Clear terms

Price, validity, booking, payment, cancellation and transfer rules.

02

Clinical eligibility

A package never replaces assessment.

03

Tracked per patient

Purchased, used, remaining, expiring.

04

Outstanding payments

Visible to staff and patient.

05

Booking eligibility

The diary knows what the package allows.

06

05 · CONTROL · MEMBERSHIPS

Section 20 · Memberships and recurring subscriptions

Recurring benefits, recurring billing, no surprises.

Clinic-approved membership programmes with clear benefits and terms, managed by the subscription system from enrolment to cancellation.

Practical benefit

The clinic manages memberships consistently; patients see their benefits, payments and status.

Programmes

Consultation memberships, skincare maintenance, follow-up programmes, permitted product arrangements.

01

Explicit acceptance

Recurring charges agreed before purchase; terms shown first.

02

Billing dates and renewals

Notifications, receipts, payment method updates.

03

Failed payments

Reminders and controlled retries.

04

Pause, cancel, expire

Requests handled by rule; exceptions reviewed by staff.

05

Clinical intervals decided by clinicians

Billing never authorises treatment.

06

05 · CONTROL · IN PRACTICE

A short story · illustrative

Month end without the spreadsheet weekend.

Day 25

The stock alert

Two injectables below minimum; one batch expires in 30 days. A suggested order waits for the owner’s approval.

Day 28

The device reminder

The laser’s calibration is due; the slot is blocked in the diary and the supplier is booked.

Day 30

Reconciliation

Invoiced, collected and outstanding match the payment provider and the accounts. Package balances are correct to the session.

Approve, don’t assemble

PART SIX · CONTENT & REPORTING

SECTION 06

06

Content & reporting

Educational articles and newsletters with clinical approval, a management dashboard, a weekly summary of what needs attention, and the small automations that keep a clinic tidy.

In this section

01Website articles and newsletters
02Management dashboards
03What management sees each week
04Additional operational automations
05Sunday evening, the owner’s view

06 · REPORTING · EDUCATION PROGRAMME

Section 21 · Website articles and newsletters

Original, approved, useful to read.

A managed programme of educational content on skin health, treatments and the clinic. Reputable sources are monitored for topics; nothing is copied or auto-republished.

From topic to post

01Monitor sources

Dermatology guidance, treatment developments, seasonal skin care.

02Identify topics

What patients ask; what is new.

03Draft

Original Arabic or English drafts with references.

04Clinical approval

Medical statements signed off.

05Publish

Approved website articles.

06Adapt

Newsletters and social posts from the same approved piece.

07Measure

Engagement and resulting enquiries.

Newsletters: website sign-up, explicit marketing consent, language preference, welcome emails, scheduled issues, unsubscribe management and reporting, sent from a proper email platform on the clinic’s domain. Helpful public articles support search visibility; sending newsletters alone does not.

06 · REPORTING · WHAT THE OWNER SEES

Section 24 · leemaclinic.com/clinics · illustrative

The clinic in one screen, and what needs attention.

Appointments, patients, revenue, capacity, stock, operations, marketing and subscriptions, without assembling anything from five systems.

01
Attention first Overdue tasks, unreviewed results, failed payments and low stock at the top.
02
Revenue Invoiced, collected, outstanding; by service; packages and subscriptions.
03
Capacity Doctor, room and equipment utilisation and downtime.
04
Marketing Enquiry sources and booking conversion where measurable.

Illustrative management dashboard on a desktop monitor

Illustrative interface · every figure is an example · built on Leema's own data after discovery

06 · REPORTING · THE WEEKLY SUMMARY

Section 24 · Management dashboards and reporting

Eight views, one weekly summary.

Clear reporting for clinic management, and a concise weekly note that highlights the actions requiring attention.

Practical benefit

The owner reviews performance without manually assembling information from multiple systems.

Appointments

Bookings, attendance, cancellations, missed, waiting list.

01

Patients

New, returning, enquiry sources, conversion.

02

Revenue

Invoiced, collected, outstanding, refunds, by service, packages, subscriptions.

03

Capacity

Doctor, room and equipment utilisation and downtime.

04

Stock

Quantities, low stock, expiries, usage, wastage, purchases.

05

Operations

Pending and unreviewed results, unfinished records, overdue tasks, complaints.

06

Marketing

Website enquiries, booking sources, social and newsletter engagement.

07

Subscriptions

Active, renewals, cancellations, failed payments, unused benefits.

08

Weekly summary

A short note: what needs attention this week.

09

06 · REPORTING · THE SMALL THINGS

Section 23 · Additional operational automations

Nine small automations that keep a clinic tidy.

Routine work becomes trackable, while responsibility stays with a named person.

Practical benefit

Routine work is easier to track, and responsibility remains clear.

Cancellation waiting list

Freed slots offered to suitable patients without double booking.

01

Patient feedback

Consistent invitations; concerns become tasks.

02

Complaint management

Owner, deadline, action history, resolution.

03

Purchase approvals

Suggested orders routed to management.

04

Staff document reminders

Licence and training expiries flagged.

05

Opening and closing checklists

Daily tasks assigned and recorded.

06

Unanswered-enquiry follow-up

Every new enquiry has an owner and a deadline.

07

Secure digital check-in

Administrative steps completed before arrival.

08

Documentation assistance

Approved tools draft notes for clinician sign-off, after a separate assessment.

09

06 · REPORTING · IN PRACTICE

A short story · illustrative

Five lines on a phone. Three decisions.

7.00 pm

The weekly summary arrives

Attendance up, two missed appointments, one complaint open for four days, one result unreviewed, one order awaiting approval.

7.04 pm

Two taps

The order is approved; the complaint is reassigned with a new deadline.

7.06 pm

One question for Monday

Why is room 2 at 40% on Tuesdays? The dashboard already shows the answer: the machine’s service window.

Read, decide, done

A quiet clinic corridor with a badge reader

PART SEVEN · TRUST & THE WAY WE WORK

SECTION 07

07

Trust & the way we work

Patient information protected by design, one connected system rather than eleven, and a team trained by role with support that answers.

In this section

01Security, privacy and access control
02The connected system
03Training and ongoing support

07 · TRUST · PROTECTING PATIENT INFORMATION

Section 25 · Security, privacy and access control

Each person sees only what their job needs.

Systems selected and configured with patient information protection in mind. Hosting, data transfers and health-data requirements are assessed before the final architecture is chosen.

Practical benefit

The clinic manages access carefully and reduces unnecessary exposure of patient information.

Individual accounts

Access by job responsibility.

01

Multi-factor sign-in

Where supported; appropriate encryption.

02

Access and change logs

Who looked, who changed.

03

Backup and recovery

Retention and deletion rules.

04

Supplier and staff departure

Access controls; procedures when people leave.

05

Incident escalation

A defined path when something goes wrong.

06

Patient privacy information

Separate communication and marketing preferences.

07

Hosting and transfers assessed

Health-data requirements reviewed before selection.

08

Analytics kept apart

Website analytics never touch patient records or signed-in pages.

09

07 · TRUST · ONE SYSTEM, NOT ELEVEN

Section 26 · Connected system design

Eleven parts. One set of facts.

An established healthcare platform as the clinical foundation, custom development where configuration cannot reach, and integrations so data is entered once.

Practical benefit

The team reduces repeated data entry and works from consistent information.

Website01

Patient app02

Booking system03

Clinical records04

WhatsApp reception05

Professional email06

Laboratory workflow07

Stock management08

Billing and payments09

Packages and subscriptions10

Reporting11

Custom work on top

Only where a proven platform cannot be configured to fit.

12

Clinic staff at a table during a training session

07 · TRUST · PEOPLE FIRST

Section 27 · Training and ongoing support

Trained by role. Supported every week.

Practical support for a team with limited technical experience: training per role, short videos, simple guides, launch assistance and a support channel that answers.

01Role-specific training
Reception, doctors and nurses, management: each learns only their screens.

02Short videos and simple guides
For the day someone new starts.

03Launch assistance
We are present when each phase goes live.

04Support with agreed hours
One channel, response targets, routine system checks.

05Maintenance and reviews
Updates, automation monitoring, refresher training, periodic improvement reviews.

Practical benefit

The clinic retains ownership of its domain, social accounts, patient data and business accounts, with documented access arrangements.

PART EIGHT · THE PLAN

SECTION 08

08

The plan

Six phases with acceptance checks, three clear cost categories, and the next step: a discovery workshop at the clinic.

In this section

01Six delivery phases
02Commercial structure
03What Leema gets
04Next step

08 · PLAN · PROPOSED DELIVERY PHASES

Section 28 · Proposed delivery phases

Visible early, complete in six phases.

Branding and the website come first, so the clinic is visibly new while the systems behind it are built. Each phase ends with acceptance checks.

PHASE 1Discovery and planning

Confirm services, staff, locations
Review records and workflows
Lab and payment requirements
Select systems; agree scope

Scope agreed

PHASE 2Branding and digital presence

Brand identity
Website
Google Business Profile
Social accounts, Workspace
Initial approved content

Visibly new

PHASE 3Patient access

Central booking
Resource calendars
WhatsApp reception
Patient app or portal
QR check-in, notifications

Patients book themselves

PHASE 4Clinical operations

Patient records
Consent forms
Clinical documentation
Photography
Laboratory; data migration

Paper retired

PHASE 5Business control

Stock
Equipment maintenance
Billing, online payments
Packages
Memberships; reporting

Month end automated

PHASE 6Content and ongoing management

Educational publishing
Newsletters, social scheduling
Support and maintenance
Refreshers, performance reviews

Steady state

08 · PLAN · THREE COST CATEGORIES

Section 29 · Commercial structure

Three categories, no hidden fourth.

Final pricing follows discovery and confirmation of modules, users, content volume and integration complexity.

A · One-time implementationBuild it once

Discovery and planning
Branding
Website
Patient application or portal
System configuration and integrations
Data migration
Training and launch support

Quoted after discovery

B · Monthly managed servicesKeep it running

Technical support and maintenance
Automation monitoring
Website updates
Agreed content production
Social publishing, newsletters
Reporting and improvement reviews

Fixed monthly fee

C · Third-party and operating costsPaid to others, shown clearly

Software subscriptions, Workspace
Hosting, domain
WhatsApp, SMS, email platforms
Payment processing
Advertising spend
Photography, video, printing, signage
Devices, app store accounts

At cost, itemised

08 · PLAN · OVERALL VALUE

Section 30 · Overall value to Leema Clinic

A brand, a presence, a clinic that runs itself calmly.

Four people, four different mornings.

PatientsFind, understand, book, arrive, pay

Discover the clinic, read about services in their language, book, show a code on arrival, see approved documents, manage payments.

ReceptionControl of enquiries and appointments

One inbox, one diary, a day list that updates itself, nothing overlooked.

Doctors and nursesOrganised information, consistent workflows

The history in one place, templates that protect, results that never sit unread.

ManagementVisibility of revenue, stock, capacity and tasks

A dashboard, a weekly note, and decisions instead of data entry.

NEXT STEP · DISCOVERY WORKSHOP

Where we go from here

A half-day at the clinic. Then a plan with numbers.

A discovery workshop with reception, a doctor and management: we confirm services, staff, volumes, laboratory and payment needs, and come back with a priced, phased plan.

Step 1Discovery workshop at Leema

Step 2Confirmed scope and system selection

Step 3Priced plan in three cost categories

Step 4Phase 1 starts