Health-tech · Elfcare
Consolidated 5 tools into 1 Attio workspace in 9 days. Saved ~40 hours/month
Elfcare runs health checks for individuals and companies. Their patient data lived across five tools. We consolidated everything into a single Attio workspace with a data model built for the patient journey. That cut about 2 hours/day of manual work, roughly 40 hours a month, or ~$1,300/month at a typical Swedish admin rate (350 SEK/hr).
~9 days
Timeline
5+
Tools consolidated
10+
Workflows automated
~40 hrs/mo
Manual work saved
The problem
Elfcare’s patient data was spread across Google Sheets, Typeform, Brevo, Gmail, and Calendly. There was no single place to see a patient’s journey, no reliable way to track recurring examinations, and no clean split between B2C patients and B2B partnership pipelines.
Lists were being used as ad-hoc databases, which meant attributes were drifting between list entries and the underlying records. Leads from two different website forms required manual Slack approval before anything happened, and repeat submissions from existing customers were silently dropped by the old automation.
Objectives
- •Build the right data model in Attio (People, Companies, Leads, Patients, Partners).
- •Automate lead nurturing and patient follow-ups.
- •Provide visibility into both B2C and B2B pipelines.
- •Enable Elfcare’s team to operate independently in Attio with full clarity on workflows.
The data model
Instead of putting everything on the People object, we separated identity, care status, and individual visits into three objects. Each examination became an atomic record, so lifetime value could roll up cleanly and email history stayed anchored to People.
People
Source of truth for identity and email threads.
- Status (Lead / Ongoing patient / Retention)
- Source
- Type
Patient
Created only when a person is actively under care.
- Linked Person
- Next examination date
- Total lifetime cost (rolled up from examinations)
- Number of past examinations
Examination
One atomic record per visit or health check.
- Examination date
- Examination type (Full health check / Specific test)
- Examination value
- Products
- Notes / Summary
Workflows we built
Lead capture from website forms
Typeform and Google Sheets forms flow into Attio via Relay. If the person already exists, the source is updated; if not, a new record is created. Slack approval gates outbound emails.
Auto-create Patient on status change
When a Person’s status changes to “Ongoing patient,” a linked Patient record is created automatically. No manual duplication.
Rollup patient lifetime value
Every new Examination triggers a workflow that sums examination cost and updates Total Value on the associated Patient.
Route patients by examination type
When an Examination is logged, the related Patient is pushed to the correct list (Full health-check or Specific test) based on examination type.
Retention automation
When a patient is marked “done,” they move to the Retention list automatically and the linked Person’s status is updated. Four scheduled workflows move patients into the right retention stage one month and one week before follow-up.
Typeform follow-up sync
Completed Typeforms find the matching patient in Attio and populate the right attributes on their record.
Reporting
We built a Patient dashboard covering number of patients, examinations, revenue, and ARPU per month and quarter. The metrics the Elfcare team looks at to run the business.
Results
- •Single workspace for B2C patients, B2B partners, and Rotary Club outreach. No more hopping between Sheets, Gmail, and Brevo.
- •Clear patient journey from lead → warm lead → ongoing patient → retention, visible on kanban views.
- •Automatic lifetime-value tracking per patient with no manual math.
- •Dashboards for patients, examinations, revenue, and ARPU per month and quarter.
- •The Elfcare team can now operate Attio independently.
“George was very helpful in setting up our Attio records and workflows from scratch. Always available on Slack and replied within no time. Recommend! 5++++ stars”
Julia Elf
Elfcare
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