Using the AI CRM Chief day to day
A daily 10-minute routine for the coordinator lead, a scorecard-based weekly sales meeting and agent coaching examples.
4 min read
The AI CRM Chief only pays off when you look at it regularly. This guide covers three habits that work well in medical tourism clinics: the patient coordinator lead's daily 10 minutes, the weekly sales meeting and one-to-one coaching with agents.
The daily 10-minute routine
Every morning at the start of the shift, before the team picks up the phones:
- Open the Genel (Overview) tab and look at the Acil aksiyon (Urgent action) card. How does the number of critical alerts compare with yesterday?
- Money on the table first: for every patient with a Payment waiting alert, give the owner a call task for today. A patient waiting at the deposit stage is the clinic's easiest sale to win.
- Then the unanswered ones: Unanswered message alerts. Gulf or US patients who wrote overnight expect a reply first thing.
- If there is an Unassigned lead, assign it straight away. Assignment is done in Opportunities.
- On the Uyarılar (Alerts) tab, check the Gün karşılaştırması (Day comparison) card: plan a short chat during the day with the agent who has a high "Ongoing" count.
- If needed, send agents their personal lists using PDF / Yazdır (PDF / Print).
Tip
Click Şimdi yenile (Refresh now) before your morning routine. The Chief updates every 30 minutes; this makes sure overnight messages and assignments are definitely in the list.
A second short check in the afternoon (2–3 minutes) is enough: have critical alerts dropped, and were this morning's tasks done?
Weekly sales meeting agenda
Suggested flow for a 45-minute meeting:
| Time | Topic | Where to look in the Chief |
|---|---|---|
| 5 min | Summary of the week | Genel: team discipline, monthly target (on pace?), the critical alert curve in the Progress table |
| 10 min | Results | Karne → Son 30 gün (Scorecard → Last 30 days): conversion, reach rate and close rate; change in points against the previous period |
| 10 min | Discipline | Karne: the discipline score table; weakest components |
| 10 min | Sources | Kaynaklar → Son 90 gün (Sources → Last 90 days): best, weakest and neglected source |
| 10 min | This week's one topic | Koçluk bayrakları (Coaching flags): one goal for each agent |
Running the meeting from the scorecard moves the discussion from people to numbers. The rules and thresholds are the same for everyone, and the effort of agents who work well shows up in the same table.
Important
With "Bu ay" (This month) selected, the scorecard shows an immature period: most leads that came in this month haven't closed yet. When comparing agents, prefer periods such as Geçen ay (Last month) or Son 30 gün (Last 30 days).
Coaching agents: four examples
1. The agent who can't reach patients. Can Yıldız's reach rate is 44.9%; the team average is 62%. On the Management tab his connect rate is 22% and his busiest calling hour is 11:00, but the best connect rate is at 16:00–17:00. Coaching: move calling blocks to the afternoon, message on WhatsApp before calling ("Can I call you at 16:00?"), and try on three different days before marking a patient unreachable.
2. The agent who talks but can't close. Mehmet Demir has spoken to 41 patients, but his close rate is 14.6%; his coaching flag says "Görüşüyor ama kapatamıyor" (talks but can't close). Coaching: follow-up after Plan Sent (Stage speed shows Plan Sent waiting 8.7 days on average), ready answers to price objections, asking for the deposit with a clear date. Listen to a few call recordings together.
3. The agent who moves cards too early. Can's Honesty score is 50: four leads claim a conversation took place, but there is no record. This is about habits, not blame: he may be calling from his personal phone. Coaching: make all calls from the panel and move a card only after real contact. See Contact audit.
4. The fast agent who doesn't enter data. Zeynep Arslan scores 86, but her weakest component is Data hygiene. Because no lost reason is entered for lost patients, the clinic can't answer "why are we losing?". Coaching: entering the lost reason and sale amount when closing is a two-minute habit.
How to talk to agents
- Pick one topic per week. That's what the coaching flag is for.
- Talk about behaviour, not the score: instead of "Your score is 51", say "We didn't get back to more than half of new leads within the first hour; let's keep 09:00–10:00 for new leads".
- Show progress: look at the same component together the following week. The Progress table on the Genel tab shows progress at team level.
- Leads taken over from agents who have left don't damage the scorecard; reassure the agent who took them over. See Scorecard.
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