Yaman CRM: An Integrated Clinical Monitoring and Management System for Hair Transplantation
Since 2009, Dr. Resul Yaman has performed hair transplantations and gained extensive experience in patient evaluation, procedure planning, and postoperative follow-ups. During all these years, Dr. Yaman has used a variety of software to organize different stages of clinical procedures. Gradually, these individual tools were brought together by his software development team to create Yaman CRM. This integrated system was designed to monitor and manage the entire hair restoration process.
It should be noted that Yaman CRM consists of three panels interconnected with each other. Each of them deals with a certain stage of the patient management: preoperative communication and evaluation, intraoperative clinical measurements, and postoperative follow-up. The primary aim of the system is to monitor and control all kinds of patient-related information under Dr. Yaman supervision.
Preoperative Patient Communication and Assessment
The first panel collects patient requests to undergo hair transplantation, communicates with them, and evaluates initial patient information. The patient requests are gathered from emails, WhatsApp, and social media of the clinic.
One of the key principles of this process is communication with real clinic staff instead of AI response systems. Trained staff members answer patient requests, gather necessary information, and maintain communication with potential patients.
The following information is collected within the system:
- Patient age and hair restoration expectations.
- Surgical procedure and treatment process questions.
- Previous illnesses and medical history.
- Current medications and known allergies.
- Photographs and videos sent by patients.
- Information sent and gathered during the communication between patients and clinic personnel.
Dr. Resul Yaman is the administrator of Yaman CRM system. He has access to patients' information, can view photographs, and follow all questions sent during the preliminary consultation process. Through photographic assessments, the doctor evaluates the donor and recipient areas, estimates the possible number of grafts required, and considers the patient's suitability for surgery. Also, this assessment allows formulating further questions before making a treatment decision.
The doctor’s access to the data ensures that the medical information provided to the patient, the graft estimation, and the surgical plan are all handled directly by Dr. Yaman.
Intraoperative Data Management and Surgical Monitoring
The second panel is responsible for collecting and monitoring all clinical measurements conducted during the patient examination and surgical planning. During the examination, the doctor records several parameters of the donor and recipient areas. These measurements are related to hair shaft characteristics, donor density, recipient-site measurements, and other parameters required for surgical planning.
The system is also equipped with software-assisted photographic assessment of the donor area. Photographs are analyzed to determine the distribution of multiple-hair follicular units, including two-hair and three-hair grafts ratio. These data give additional information about the donor area and grafts availability.
Moreover, Dr. Yaman personally assesses graft density and hair shaft thickness in the donor region. The measurements of the donor surface area, follicular unit distribution, and grafts characteristics are important in assessing the extraction capacity.
After this, the number and distribution of grafts is estimated according to the recipient areas. The frontal region, midscalp, and crown are assessed separately. The number and composition of grafts assigned to each of these areas are monitored according to the surgical plan.
Real-Time Monitoring in the Operating Room
During surgery, the physician and medical team can access the recorded information through monitors in the operating room. Patients can also observe their surgical information presented on the monitor during the procedure.
It allows the team to view where grafts are planned to be extracted and what number of them will be allocated to different recipient areas. The information helps in coordinating the processes of donor harvesting and recipient site implantation. The monitor displays the recipient area measurements in cm² for the frontal, mid-scalp, and crown regions, along with the planned graft density (grafts per cm²) and the total number of grafts allocated to each region.
Also, patient-related medical information is accessible for checking. For example, the system shows information about chronic illnesses and known allergies. Thus, there is another chance for the team to check important medical information during the surgical process.
Postoperative Monitoring and Patient Follow-Up
The third panel is focused on postoperative patient monitoring. The purpose of the panel is maintaining communication with the patient and following their recovery and hair growth progress.
Patients' preferred communication details, generally WhatsApp numbers and email addresses, are registered in the system. Yaman CRM generates follow-up reminders at the following postoperative periods:
- Day 10
- Month 1
- Month 3
- Month 6
- Month 9
These reminders inform the clinic personnel about the upcoming follow-up period of a particular patient. Staff members can contact the patient, ask them about the recovery process, and ask for the updated photographs. Patient feedback, newly submitted photographs, questions, and reported concerns are entered into the system and can be reviewed by Dr. Yaman to assess the patient's postoperative progress. If the clinical assessment shows the necessity of additional treatment or changing of postoperative care, the doctor determines the further steps.
Data Security and Clinical Record Management
Patient information entered into Yaman CRM is stored on cloud-based servers. There are protective software and encryption measures implemented to protect personal information and ensure data security.
Yaman Surgical Medical Center, where the clinic is located, is the authorized health facility under the Ministry of Health of Turkey. The institution has its own process of clinical documentation of patient information.
This documentation consists of the information declared by the patient about the medical history, examination and diagnostic results, and signed informed consent forms. All of these records are kept as a part of the institution's clinical and patient registration processes. Yaman CRM supplements this clinical documentation process and provides an organized monitoring system of the communication, surgery planning, and postoperative follow-up.
The Contribution of Dr. Resul Yaman's Experience to Yaman CRM
Dr. Resul Yaman's 17 years of experience in hair transplantation have played a crucial role in defining the parameters to be monitored during the process. Yaman CRM unites all the observation and workflow peculiarities developed during all these years of surgical practice.
The primary purpose of the CRM software is to allow Dr. Resul Yaman to monitor and check areas where he is not directly involved in the procedure. Through this system, the clinic team can follow the whole patient journey as a continuous process starting from the first inquiry and finishing with the postoperative follow-up period.
