CapMédica thought their problem was marketing. It was conversion.
How CapMédica, the largest hair transplant clinic in the Canary Islands, went from 2 to 4 daily surgeries and eliminated the low season, without needing more leads.
×2 surgeries/day · 62% conversion to visit · ~80% of leads contacted
Data declared by CapMédica. Period: March to October 2025.
The Before
Ana García del Río came to the healthcare sector from the hotel industry, which is highly digitalized and connected by APIs. She encountered the opposite: an obsolete system (Offimedic), manual Excels, and the personal WhatsApps of each salesperson.
“My eyes were practically bleeding. The CRM we had was crap.”
Leads, which weren't even called leads in the clinic, were handled by sheer willpower: whoever had a free slot that day would look at social media and call—or not. No cadences, no follow-up, two or three calls at most. On the distribution Excel sheet, duplicates and fights would pop up: “Johnny took one of mine.” The lead-to-visit conversion hovered between 37% and 47% depending on the month.
And the internal diagnosis was wrong: they believed they lacked marketing, that no new patients were coming in. The real problem was that they were losing the ones they already had.
The Change
At two in the morning, unable to sleep, Ana saw a video saying “the CRM is dead.” She wrote in. At nine, Alex called her. What hooked her was not just the system, but the sales approach: when she mentioned they called each lead two or three times, the response was clear.
“How many times do you call them?” “Two, two or three.” “Terrible. Five is the absolute minimum.”
In a few weeks, they set up the process. They did roleplays, drew the decision tree on Miro—not the process they had, but the one it should be—and configured it in Vixiees: two playbooks (one for consultations and one for sales, up to the day of surgery), up to 9 mandatory contact attempts per lead, and one-to-one distribution, with no duplicates. The whole team working from a single screen, with the next step always defined. And a rule that aligned everyone: whoever yielded better results would receive more leads.
“The team became organized, and the absurd bickering disappeared.”
The Results
Before | After | |
|---|---|---|
Lead assignment | By sheer willpower, with duplicates and bickering | One-to-one distribution, conflict-free |
Contact attempts | 2 to 3 calls max | Up to 9 mandatory attempts |
Leads contacted | Most were lost | ~80% |
Conversion to visit | 37% to 47% depending on the month | 62% |
Daily surgeries | 2 | 4 |
Seasonality | Very marked high and low seasons | No low season |
Is your team also losing leads you already paid for? Book a Strategic Meeting.
“With just the first playbook, we had already smashed it. I went from two surgeries a day to four.”
There was no need to change the marketing or bring in more leads. CapMédica stopped losing the ones they were already paying for, and that was enough to fill their four operating rooms and wipe the low season off the calendar.
“Since I've had Vixiees, I don't have a low season.”
In one sentence
“I am a huge fan. I'm going to get a Vixiees tattoo.”, Ana García del Río, Manager, CapMédica
How many leads that you already paid for are getting lost due to lack of follow-up? Book a Strategic Meeting with the Vixiees team.
