Doctor Detailing Automation

Field provider outreach automation for a pharmacy 

Overview

The pharmacy owner frequently visited over 20 to 30 healthcare providers a day to encourage patient referrals. After each day, hours were spent manually emailing and sending flyers to each provider, consuming valuable time that could have been better spent on growth activities. She asked me for a smarter, automated solution.

Solutions Implemented:

✔ Automated Business Card Scanning: After scanning a doctor’s business card, OpenAI API extracted structured data.

✔ Smart Data Handling with Make.com: The extracted data was automatically added to Airtable or Google Sheets.

✔ Automated CRM Integration: The data was synced into Go High Level (GHL).

✔ Automated Filtering: Created GHL workflows that filtered and categorized the new contact into the correct sales pipeline depending on doctor’s specialization and/or location that was available on the business card.

✔ Automated Actions: Triggered automated actions like sending emails with the related attachment for that specialization, SMS, adding to a power dialer, and assigning to sales team members.

Results:

✔ Reduced manual follow-up time by 90%, saving 3–4 hours daily.

✔ Increased provider engagement through faster and consistent outreach.

✔ Improved internal sales tracking, lead categorization, and provider nurturing.