The client did not have many technical requirements for their website, so I opted for a minimal setup on a secondary hosting plan. This means that the client’s only cost was the purchase of the domain (terapije-quercus.si), while hosting is included in the monthly subscription (see below) for Ordinator’s services.

For Terapije QUERCUS, I created 6 subpages:

I also set up all other necessary technical elements: header and footer, logo, URL links, company technical information, cookie consent, etc.

The site remains customizable with elements as desired.

You can view the site HERE.

A client from Terapija QUERCUS requested two forms, which I created according to their specifications. The contact form includes fields for first name, last name, email, and message; the order form includes fields for first name, last name, email, phone number, service location, purpose of the appointment, and preferred time. Consent to the processing of personal data is also a mandatory component of online forms under the GDPR.

The forms are visually aligned with the entire website, featuring the same font, logo, and background. After submitting the order form, the customer is redirected to a confirmation page.

Contacts collected via the form are stored in Ordinator’s CRM. If the contact already exists, the system simply updates his or her appointments; if the contact does not yet exist, it is automatically created along with all the data. See CRM.

CRM (Customer Relationship Management) is the term used to describe various types of software in which a company’s or service provider’s contacts (leads) or clients are stored. These systems typically contain all information about a specific contact—whether an individual or a business—such as first name, last name, phone number, email address, permanent address, company name, tax ID, etc. In addition, CRM stores the history of correspondence with that contact and (custom-configurable) tracks their activity on selected platforms.

As soon as the form for entering information is set up, Ordinator’s CRM is already available and is automatically populated with relevant data. Clients have access to the CRM as desired or can access specific information they need on the fly. All of this is included in the monthly subscription.

The CRM for Terapije QUERCUS records form entries, past appointments, personal and contact information, and is also synchronized with communication with that contact via email, Meta Messenger, and Instagram. With just a few clicks, a client can view past orders, appointments, and messages for a specific client.

The digital system must be designed to minimize manual work. For QUERCUS Therapies, I have set up an automated email system that is always active and automatically sends the desired email to the selected contact based on their actions.

For QUERCUS Therapies, the system automatically sends 6 types of emails:

• Confirmation for messages via the form
• Confirmation of receipt of the treatment request via the form
• Appointment confirmation - 1st session
• Thank-you message after the 1st session
• Appointment confirmation – each subsequent session
• Appointment cancellation and invitation to the next appointment.

The emails are visually consistent with the website and forms. All events are recorded in the system and can be viewed upon request.

The client (Terapije QUERCUS) requested the automatic sending of SMS reminders one day before an appointment. The prerequisite for implementation is, of course, the contact’s phone number, and there are a few technical limitations when sending messages:

One system is limited to a single country (e.g., only for Slovenia; if you wish to send messages abroad, the system must be duplicated and adapted. Prices will also change).
You can send messages using any alphanumeric ID up to 11 characters long, without diacritics, A-z (e.g., QUERCUS)
1 SMS unit can consist of 160 GSM-7 characters (without diacritics or special characters) or 70 Unicode characters (with diacritics, emojis, and special characters).
1 unit of an automated SMS (typical price for Slovenia) costs €0.20.

QUERCUS sends 2 different automated SMS messages: a reminder before the first appointment and a reminder before each subsequent appointment.

The Ordinator platform already includes a calendar with all the necessary features. However, if desired, we can also integrate tools that clients are more accustomed to—as in the case of Terapija QUERCUS, where the client requested that entries be made within the familiar Google Calendar environment.

The integration works both ways—entries made in Google Calendar are also transferred to Ordinator, and entries made in Ordinator are also visible in Google Calendar.