Clinical platform for hair restoration surgery

From the first message to the 18-month result, in one system.

AnagenSys brings lead acquisition, patient communication, the clinical record, surgical planning with transparent calculation, the operating room, follow-up, the patient portal and Portuguese invoicing into one platform — with health-data protection and Portuguese compliance designed in from day one.

425 features mapped

17 areas on one record

9 patient journey stages

6 languages in the app

No single solution covered the whole clinic

Hair clinics live between a generic CRM, a clinical program, spreadsheets for planning, scattered messages and invoicing somewhere else. AnagenSys was born from an analysis of six reference platforms and more than thirty other solutions in the sector: it brings together what each does well and covers what none of them did.

Nine stages, a seamless handover

Each stage has a lead owner, its own documents and an automatic handover to the next department. Choose a stage to see what the system does, who takes part and which documents it produces.

1. Contact and lead

Phone, website form, WhatsApp, social media, walk-in or referral: the lead comes in with its source and consent to be contacted.

• Automatic intake with source, campaign and UTM
• Rule-based assignment and duplicate control
• First-response target with alerts
• Follow-up sequences that stop when the patient replies

Who takes part: Reception, Sales · Documents: Contact consent record

2. Online assessment

Questionnaire and guided photographs sent by the patient, eligibility triage and booking in person or by video.

• Multilingual form with guided photographs and light and focus check
• Medical review task with the photographs attached
• Reply to the patient only after medical review

Who takes part: Reception, Sales, Doctor · Documents: Assessment questionnaire, Consents by purpose

3. Consultation and diagnosis

History, medication, trichoscopy and hair-loss grade; the support AI suggests and the doctor validates.

• Structured history and Norwood, Ludwig, Savin, Sinclair, BASP and PRECISE scales
• Eligibility rules defined by the medical team
• AI proposals always pending medical validation

Who takes part: Doctor, Nursing · Documents: Consultation report, Pre-consultation questionnaire

4. Capture and plan

3D model, zones and areas, donor density, extraction capacity, grafts per session and outcome simulation.

• Zones marked on the model with area in cm²
• Trichoscopy linked to the model point
• Versioned calculation engine approved by the medical director
• Simulation linked to the plan, with a disclaimer

Who takes part: Doctor, Nursing · Documents: Versioned surgical plan, Technical annex with formulas and parameters

5. Quote and decision

Proposal generated from the approved plan, sent as PDF and in the portal, accepted with signature, deposit and surgery pre-booking.

• Values recalculated and sealed on the server
• Discounts above the limit require approval
• Acceptance with evidence and deposit by MB WAY or Multibanco

Who takes part: Sales, Reception · Documents: Sealed PDF proposal, Acceptance evidence, Deposit invoice

6. Pre-operative

Informed consent, tests, instructions, reminders, attendance confirmation and checklist.

• Consents following the Portuguese health authority standard, with a reflection period
• Surgery blocked without valid consent
• Team and fitness validated by a doctor

Who takes part: Nursing, Doctor, Reception · Documents: Surgical informed consent, Pre-operative instructions, Checklist

7. Surgery

Admission, design, extraction, graft count by type, implantation, timings, consumables and discharge.

• Surgical panel with phases and timer
• Graft count by type and by operator
• Nursing and anaesthesia record with dose alerts
• Consumables by batch linked to the patient

Who takes part: Doctor, Nursing, Technicians · Documents: Surgical record, Discharge sheet with grafts by type

8. Immediate post-op

Instructions, next-day contact, first wash, medication and warning signs with escalation.

• Automatic day 1, week 1 and month 1 contacts
• Symptom triage with immediate handover to nursing
• Care reminders with no clinical details on the lock screen

Who takes part: Nursing, Voice assistant · Documents: Post-operative instructions, Symptom questionnaire

9. Follow-up

Reviews at 2, 6, 9, 12 and 18 months with standardised photographs, questionnaire and comparison with the plan.

• Milestones generated when surgery is closed
• Side-by-side comparison with days elapsed
• Achieved versus planned density by zone
• Satisfaction and recommendation score

Who takes part: Doctor, Nursing, Reception · Documents: Progress report, Satisfaction questionnaire

Post-operative follow-up, to scale

Day 0	Pre and post-operative photographs, surgical record and instructions sent to the patient.
2 months	Recipient and donor photographs, healing, short questionnaire and complementary treatments.
6 months	Comparison with day 0 and record of observed growth.
9 months	Side-by-side comparison and clinical progress note.
12 months	Recipient trichoscopy, achieved versus planned density, and satisfaction.
18 months	Final assessment, episode closure and, only with specific consent, use of images.

17 areas, one single record

425 features

Acquisition, CRM and telephony (33)

From first contact to accepted proposal, with source, assignment, response targets and follow-up.

• Automatic lead intake from the website, ads, WhatsApp, calls and manual entry
• Configurable pipeline as board and list, with totals by stage
• Round-robin or rule-based assignment, skipping absent staff
• Duplicate control by phone, email, tax number and date of birth
• Follow-up sequences that stop when the patient replies
• Mandatory loss reason and indecision status
• Integrated phone system, click to call and logging on the record
• Campaign call lists, only for contacts who consented

Omnichannel inbox and assistants (36)

One inbox for WhatsApp, social media, website chat and email, linked to the record.

• Single inbox with queues and response targets
• WhatsApp through the official channel, with approved templates
• Photos received by message go to the record, pending review
• Automatic CONFIRM and STOP replies
• Voice assistant in European Portuguese, disclosing it is an AI
• Handover to a person with a summary, which can never be switched off
• Warning signs with immediate transfer to nursing
• Knowledge base approved by the medical team

Scheduling and video consultations (28)

In-person and video consultations, combined resources, confirmations and waiting list.

• Appointment types with duration, rules and deposit
• Combined resources: doctor, team, room and equipment
• Reminder the day before with one-tap confirm, cancel or reschedule
• No-shows open a recovery task for reception
• Online booking from the website and the portal
• Virtual waiting room, consent and identity check for video consultations
• Mandatory report and proof of attendance
• Video hosted in the European Union

Clinical record and documents (21)

One record shared by every department, with a timeline and permissions by section.

• Single patient record with treatment episodes
• Timeline with clinical and commercial filters
• Sections with their own permissions and a log of who opened the record
• Prominent clinical alerts
• Form builder with steps, rules and scores
• Document templates with entity details filled in automatically
• Signed document archive with verification code

Consultation and support AI (21)

Structured history, scales, AI proposals and mandatory medical validation.

• Structured history and pre-consultation questionnaire in the portal
• Norwood-Hamilton, Ludwig, Savin, Sinclair, BASP and PRECISE scales
• Zone × grade clinical table approved by the medical director
• Scribe proposing each field with the source sentence
• Photo pre-analysis using the medical team's rules
• Medical validation queue: accept, correct or reject
• Traceability of every proposal: model, parameters and validator

Imaging, 3D and trichoscopy (34)

3D model with zones and areas, photo protocol and density measurement.

• Zones marked on the model with area in cm²
• Guided photo protocol with silhouettes and overlay
• Calculation blocked when capture quality is insufficient
• Trichoscopy linked to the model point, without shaving
• Follicular unit composition and thickness classes
• Units always explicit: FU, grafts and hairs
• Side-by-side comparison with days elapsed

Planning and calculation engine (31)

Versioned calculation engine, sessions, scenarios and simulation linked to the plan.

• Grafts per zone: area × target density
• Donor capacity with minimum residual density
• Plan by sessions and balance with adjustment options
• Formula, parameters and source visible behind every number
• Plan versions approved by the doctor
• Conservative, likely and aggressive scenarios
• Lifetime donor reserve ledger

Proposals (16)

Proposal generated from the approved plan, sealed and recalculated on the server.

• Proposal filled from the approved plan
• Recalculation and seal with plan and parameter versions
• Sent, viewed, accepted, declined or expired statuses
• Discounts above the limit require approval
• Acceptance with signature and deposit payment
• Options by intensity and instalment simulation
• Proposal in European Portuguese and English

Operating room and surgery day (24)

Surgery map coloured by staff member, surgical panel, graft count and nursing record.

• Map by room in day, week and month, coloured by staff member
• Indicators: deposit paid, consent, tests, checklist
• Clinical validation of the booking before confirmation
• Surgical panel with phases, timer and pauses
• Graft count by type, by tap, voice or pedal
• Nursing and anaesthesia record with dose alerts
• Discharge sheet with grafts by type and total hairs

Follow-up (14)

Milestones at 2, 6, 9, 12 and 18 months, comparisons, triage and questionnaires.

• Milestones generated when surgery is closed
• Statuses: pending, photos sent, reviewed, completed, overdue
• Aligned gallery and comparisons
• Objective metrics by milestone and zone
• Satisfaction questionnaires and recommendation score
• Complementary treatments with adherence and sessions

Patient portal and app (23)

Personal area with plan, documents, appointments, photographs, messages and payments.

• My plan, documents and consents to sign
• Book, reschedule and cancel at any time
• Guided photo upload with light and focus check
• Secure messages with the team
• Recovery timeline and instructions by phase
• Who accessed my data
• Password-less sign-in with a one-time code
• Account deletion request explaining what the law requires us to keep

Invoicing, payments and stock (22)

Deposits and payment plans, certified invoicing through integration and consumables by batch.

• Invoices issued by a certified program, through integration
• MB WAY, Multibanco references, card and payment links
• Deposit, interim and balance with the balance always visible
• Immutable tax documents and invoices without diagnosis
• Fees per act and auditable sales commissions
• Daily cash register with closing
• Consumables per surgery, batches and restock alerts

Compliant marketing (20)

Email, SMS and WhatsApp segmented by journey stage and consent.

• Campaigns with dynamic segments and scheduled sending
• Sending blocked without consent or client exception
• Templates with the regulator-required footer and clinical approval
• Image library with consent and automatic withdrawal
• Simulations blocked from marketing
• Archive of every campaign as evidence
• Website measurement only with cookie consent

Team and indicators (24)

Chat, channels and tasks linked to the patient, dashboards by profile and management indicators.

• Internal chat with threads per patient or surgery
• Automatic tasks by stage and checklists with owners
• Announcements with read confirmation
• Dashboards by profile
• Pipeline by stage, lead sources and return by channel
• Financial, operational and service indicators
• Scheduled email reports

Compliance and privacy (45)

Consents by purpose, permissions, audit trail, complaints and data subject rights.

• Consents by purpose, with evidence, versions and withdrawal
• Optional consents never pre-ticked
• Permission matrix profile × module × scope
• Sales and reception without clinical content
• Emergency access with a reason, logged and reviewed
• Immutable audit of reads, changes and exports
• Data subject requests with deadlines
• Complaints with a 10-working-day deadline and regulator export

Security (18)

Protections required by the nature of health data.

• Mandatory second factor for the team
• Encryption of clinical data and files with dedicated keys
• Hosting and backups in the European Union
• Clinic isolation in every query
• Temporary links for photographs and documents
• Complete activity log: who signed in, viewed, created or changed
• Lockout after failed attempts and network restrictions

Integrations and configuration (15)

Complete technical documentation, automatic event notices and configuration without coding.

• Integration access with scopes per module
• Signed automatic event notices
• Technical documentation generated from the system itself
• Full data export
• Configuration without coding: stages, forms, scales, templates
• Several clinics on the same platform, each with its own data
• International patients: languages, currencies and logistics

Every number with its formula and its source

The 3D model gives the area; trichoscopy gives the density. The engine combines both with parameters approved and versioned by the medical director, and recalculates everything on the server so the proposal always matches the approved plan. Try it with the hypothetical values from the analysis.

Grafts needed per zone

G = area (cm²) × target density (FU/cm²)

Zones are added up and the defined margin applied. The PRECISE scale serves as a cross-check.

Minimum residual density

dres = max { minimum residual · minimum hairs ÷ hairs/FU · coverage ÷ (hairs/FU × calibre) · density × (1 − lifetime extraction) }

Below this value the donor area starts to look thin.

Donor capacity

Clife = area × (density − dres) − already extracted · Csession = area × min { % per session × density · extractions/cm² · density − dres }

Grafts already extracted come from the surgical counter: a lifetime donor ledger.

Sessions and balance

n = ⌈ viable grafts ÷ grafts per session ⌉ · B = capacity − need

With a negative balance, the system suggests in the defined order: lower the crown, raise the hairline, use beard or body, or stage the treatment.

Need	5 625 grafts
Minimum residual	50,0 UF/cm²
Lifetime capacity	4 750 grafts
1st and 2nd sessions	2 850 · 1 900 grafts
Balance	-875 grafts

Illustrative — hypothetical values calculated in the browser for demonstration only. The product always calculates on the server, with the parameters approved by each clinic's medical director.

The law, designed into the product

Each legal requirement becomes a system behaviour — not a separate document. In management terms, this is what changes day to day.

• Health data. Need-to-know access, sales and reception without clinical content, every access logged and a "who accessed my data" page in the portal. (GDPR · Portuguese Law 58/2019)
• Consent. Procedure templates with the mandatory fields, reflection period, patient and doctor signature, and surgery blocked without valid consent. (Portuguese health authority standard)
• Healthcare advertising. Images and testimonials only with specific consent and automatic withdrawal, entity identification in the footer and simulations kept out of marketing. (Health regulator rules)
• Invoicing. Invoices, receipts and credit notes issued by a certified program through integration, with immutable documents and no clinical data. (Tax-authority certified program)
• Artificial intelligence. Disclosure whenever people talk to an AI, proposals validated by a doctor with model and parameters logged, and simulations clearly marked. (EU AI Act)
• Security. Second factor, encryption, immutable audit trail, complete activity log, clinic isolation and hosting in the European Union. (Security best practice)

The AI proposes, the doctor decides

Models that run first on the clinic's own infrastructure. An external service is only a fallback — and never with patient data without the clinic's express authorisation.

• Local first. The model chain is chosen in settings, per use, with nothing hard-coded.
• Patient data protected. A dedicated switch, off by default, for any transfer to an external service.
• Human validation. Every proposal stays pending until accepted, corrected or rejected, with who decided and when.
• Full traceability. Service, model, parameters and duration of each request, without storing the content.

Web and app, in full parity

Every web screen has its app counterpart, with the same actions and the same rules. In six languages, in light or dark theme.

• Web. Team platform on desktop, tablet and phone, with keyboard shortcuts and a command palette.
• Android and iPhone. Team and patient app, with camera for guided photographs and secure storage.
• iPad. Capture in the consultation room and the operating room, with the plan in view during surgery.
• Mac and Windows. Desktop app for reception, management and medical direction.
• Patient portal. Plan, documents, appointments, photographs, messages and payments, with the clinic's brand.

Open by nature, fully documented

Certified invoicing, Portuguese payments, telephony, WhatsApp, email, video and trichoscopy connect through integrations. Any other system can integrate using only the technical documentation, generated from the product itself.

• Certified invoicing. Invoices, receipts and credit notes with ATCUD and QR, issued by the clinic's certified program.
• Payments. MB WAY, Multibanco references, tokenised card payments and payment links.
• Communication. Telephony, WhatsApp through the official channel, email and SMS, with consent checked before every send.
• Video. Video consultations and meetings hosted in the European Union.
• Automatic notices. Events such as lead created, proposal accepted or surgery closed sent to other systems, signed.
• Export. Full data export, including to change system.

The market's gaps, solved at the root

Generic solutions do not handle the clinical side; foreign ones do not meet Portuguese invoicing or compliance. None of the solutions analysed offered these points.

• Nursing and anaesthesia record. Vital signs, drugs with dose, route, time and batch, and total anaesthetic dose alerts.
• Surgery map coloured by staff member. Who is in which room, on which day, with conflicts and absences detected.
• Internal chat linked to the patient. Team threads per patient or surgery, separate from conversations with patients.
• Donor area ledger. The balance of grafts available over a lifetime, deducting every actual session.
• Plan → surgery → result loop. Planned, implanted and density at 12 and 18 months, by zone, to refine the rules.
• Portuguese compliance at the root. Health-authority consents, certified invoicing, Complaints Book, regulator rules and health-data protection.

Working early, growing in phases

An order that gets the clinic working on the system early and leaves for later what depends on technical validation or regulatory decisions.

Phase 0 · Preparation

• Profiles and permissions with the data protection officer
• Choice of certified invoicing program and communication providers
• Import of data from current systems
• Clinical parameters proposed for the medical director's approval

Phase 1 · Operational base

• Patients, consents, permissions and audit trail
• Leads, pipeline and inbox
• Scheduling, reminders and confirmations
• Clinical record, forms and standardised photography
• Sealed proposal, invoicing and payments
• Surgery map, surgery day and follow-up

Phase 2 · Planning and patient

• 3D capture and zones measured on the model
• Simulation linked to the plan
• Patient portal and video consultations
• Telephony and segmented marketing
• Complete indicators

Phase 3 · AI and expansion

• Voice assistant in European Portuguese
• AI scribe and pre-analysis
• International patients
• Other specialties and multiple clinics

What decision-makers ask us

Where is the clinic's data stored?

In the European Union, isolated per clinic, with clinical data and files encrypted with dedicated keys. The clinic keeps ownership of its data and can export all of it.

Can we start with only some modules?

Yes. Modules are switched on and off per clinic, and the recommended phasing gets the clinic working on the operational base before 3D planning and AI.

Does the AI send patient data outside?

Not by default. Models run first on the clinic's infrastructure; any transfer of patient data to an external service requires an express authorisation, off by default.

Is invoicing certified?

Invoices are issued by the clinic's certified program through integration. AnagenSys stores the number, ATCUD, QR and PDF of each document, which cannot be changed.

Is the graft calculation a black box?

No. Every number shows its formula, parameters and source. Parameters are defined, approved and versioned by each clinic's medical director.

How long does implementation take?

It depends on the volume of data to import and the modules chosen. The operational base can be in use within a few weeks after preparation.

Does it suit other specialties?

The core is common to any specialty and was prepared for specific units (grafts, teeth, areas, sessions), anatomical maps and specialty forms.

Do patients get an app?

Yes: the patient portal is available on the web and in the app, with plan, documents, appointments, guided photographs, messages and payments.

See AnagenSys with your clinic's cases

Tell us how you work today. We prepare a demo with the journey, planning and indicators that matter most to your decision.

https://anagen.pt/en/presentation

AnagenSys is the platform developed from the practice of the Anagen clinic. The features described depend on the active modules and each clinic's configuration.