AktBot — Medical Operation System

The Medical Operation System

One platform connecting the entire patient journey — from the first Meta ad to long-term after-care — for dental clinics and medical tourism.

130

Admin Pages

284

API Endpoints

141

Data Models

50+

Modules

EN·AR·TR

Trilingual

System Philosophy

One system, the whole journey

A unified platform linking the complete patient journey: ad → lead → reception → assessment → treatment plan → invoice → payment → reminders → after-care → review. Every module is wired to the others through the Webhook Hub, Reliability Layer, WhatsApp Cloud API and Activity Logs.

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Automatic integration

Every event in one module triggers a chain of actions across the others — no manual steps.

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Trilingual UI

English, Arabic and Turkish across every screen, with automatic RTL and logical CSS properties.

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Granular permissions

Six roles (Super Admin / Admin / Doctor / Consultant / Staff / Viewer) controlling each action.

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Double-entry accounting

Every financial movement creates a balanced journal entry automatically (Debit + Credit).

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Full audit trail

Every operation is logged with user, time, old & new values — for compliance and debugging.

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Multi-currency

TRY, USD, EUR, GBP and more, with automatic conversion through managed exchange rates.

Core Capabilities

Built for reliability at scale

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WhatsApp native

Meta Cloud API directly: text, media, templates with approval workflow and unified inbox.

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Webhook hub

Eight built-in sources: Meta WhatsApp/Ads, Stripe, PayPal, Bitrix24, Twilio, Zapier, custom.

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Zero event loss

Three protection layers — Buffer + Retry Queue + Dead-Letter Queue — so no event is ever lost.

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Meta Ads ROI

Real CPP & ROAS by linking ad spend to actual patients through UTM tracking.

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Smart alerts

Telegram + email on critical issues, with health checks every few minutes.

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Exponential backoff

Intelligent retry: 1m → 5m → 25m → 2h → 10h with jitter for failed deliveries.

Technology

Tech stack

Next.js 14App Router

TypeScript 5Type-safe

Prisma 5ORM

PostgreSQLDatabase

Tailwind 3Styling

ZodValidation

JWTAuth

bcryptPassword

NodemailerEmail

PuppeteerPDF generation

Meta Cloud APIWhatsApp

Graph API v19Meta Ads

RechartsCharts

Telegram BotAlerts

PM2 CronScheduling

HMAC SHA-256Webhook auth

The Platform

Modules & pages

130 admin pages across 50+ modules. Below are the main groups with their key screens.

◉ Patients & CRM

📋 Patients/patients

Patient database with advanced search by name/phone/code, filters by doctor and status.

🔀 Leads/leads

Pipeline of incoming leads from Meta & manual entry, with stage tracking and Kanban.

🎯 Lead Scoring/lead-scoring

Automatic lead ranking to prioritise the highest-value opportunities.

🩺 Doctor Assessments/assessments

Request clinical evaluations for a lead or patient, with findings & proposed treatment.

📑 Treatment Plans NEW/treatment-plans

Procedure & pricing builder with live totals, warranty, and a shareable patient view.

👨‍⚕️ Doctors/doctors

Manage doctors, specialties, patient assignment and commission calculation.

⬡ Medical

⬡ Medical Matrix/medical-matrix

Treatment matrix: available procedures, pricing, durations and specialist doctors.

🦷 Teeth Charts/teeth-charts

Interactive dental charting (adult + child), procedure types, PDF export, invoice sync.

✍️ Consents/consents

Four-step consent flow, 50+ condition catalogue, digital signatures, bilingual PDF.

✨ Dental Studio/studio

Smile-design studio for visualising and presenting aesthetic treatment options.

💰 Finance (11 pages)

📊 Finance Hub/finance

Full KPIs: revenue, expenses, cash flow, receivables, ageing, top doctors & treatments.

💳 Payments/payments

Multiple methods & currencies, approve/refund, automatic double-entry journal.

🧾 Expenses/expenses

Eight categories, approval workflow, supplier tracking, auto journal on payment.

📅 Installments/installments

Plans up to 24 instalments, auto-overdue detection, partial/full payment.

📓 Accounting/accounting

Chart of accounts (Assets/Liabilities/Equity/Revenue/Expenses) + detailed journal.

💱 Exchange Rates/exchange-rates

Manage multi-currency rates, manual entry or API fetch, applied to payments instantly.

📑 Invoices & Products

📑 Invoices/invoices

Multi-currency invoices, editable procedures & pricing, doctor links and permissions.

◫ Products & Treatments/products

Catalogue of treatments and materials (implants, veneers, crowns) with current pricing.

📦 Inventory/inventory

Stock tracking with low-stock alerts tied to treatments and materials.

🛡️ Warranties/warranties

Issue warranty certificates with verify tokens and PDF delivery to the patient.

📄 PDF Templates/pdf-templates

Customise how invoices, warranties and plans look — per document type.

📣 Growth & Marketing

✦ Campaigns/campaigns

Targeted email + WhatsApp campaigns with token tracking and open/click analytics.

⟿ Email Flows/email-flows

Automated email scenarios: welcome, payment confirmation, instalment & overdue reminders.

📈 Meta Ads/meta-ads

Connect ad spend to real patients: CPP & ROAS via Graph API and UTM tracking.

⇄ Referrals/referrals

Patient referral program with attribution, referrer commissions and statistics.

⚙ Operations & Coordination

📅 Planning Center/planning

Calendar with month/week/day views, event types and automatic conflict detection.

⇨ Logistics/logistics

Hotels, drivers and patient transfers (airport/hotel/clinic) for tourism packages.

🚗 Transfers/transfers

Daily transfer scheduling between airport, hotel and clinic with driver assignment.

✚ After-Care/after-care

Post-treatment follow-up cases, team tasks and automatic reminders.

💬 Communication

💬 WhatsApp Business/whatsapp

Cloud-API dashboard, unified inbox, media, Meta-approved templates, multi-account.

🗨️ Internal Chat/chat

Team channels with mentions, attachments and replies for internal coordination.

🔔 Push Notifications/push

Real-time push notifications to staff for critical events and assignments.

🪝 Webhooks & Reliability

🪝 Webhook Manager/webhooks

Receive events from 8 sources with signature verification, endpoints and event replay.

🛡️ Reliability Layer/reliability

Buffer + Retry Queue + Dead-Letter Queue + health checks + alerts. Zero event loss.

🔌 Integrations/integrations

Connect and configure external services and providers in one place.

📊 Analytics & Administration

📊 Analytics/analytics

Cross-module dashboards and reports with schedules and periodic snapshots.

📜 Activity Logs/activity-logs

Complete audit trail: who, when, what, with old & new values for compliance.

👥 User Management NEW/users

Accounts list, invite users, change roles, suspend/re-activate, reset passwords.

👤 My Profile NEW/profile

Personal details, change password, UI language and recent activity.

🔐 Permissions & Roles/permissions

Fine-grained permission matrix per role and per action.

⚙ Settings/settings

General settings, patient groups, pricing governance and system configuration.

End to End

The patient journey

Every stage is automated and connected — each step triggers the next across the platform.

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Meta Ad

UTM tracked

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Lead

Scored & assigned

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Assessment

Doctor evaluation

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Treatment Plan

Priced & shared

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Invoice & Payment

Multi-currency

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Logistics

Hotel & transfer

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Warranty

Certificate + PDF

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After-Care

Follow-up & review

Connected

Integrations

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Internal backbone

Modules talk to each other through the system's own infrastructure.

Webhook HubReliability LayerActivity Logs Double-Entry JournalJWT AuthPM2 Cron

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External services

First-class connections to the providers the business already uses.

Meta WhatsApp Cloud APIMeta Ads Graph APIStripe PayPalBitrix24Twilio ZapierTelegramSMTP / Nodemailer

On the go

AktBot Mobile

A Progressive Web App (PWA) gives the team mobile access to the operations they need — drivers, coordinators and consultants — without a separate app store install.

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