4 management days recovered a month
The general manager stopped consolidating data. That time went back to the business: strategy, team, patients.
Healthcare·Reactive Move
From rewarding the wrong therapist to promoting the right one.
How Reactive Move turned 4 management days a month into team decisions backed by real data.
4 daysrecovered every month
4KPIs measured in real time
6 weeksto go live
The problem
Reactive Move is a leading physical therapy and rehabilitation center in Bogotá. With a team of 15 and more than 1,000 appointments a month, its operation had outgrown its measurement tools.
The general manager measured team performance by hand, pulling data from the scheduling system into Excel spreadsheets at the end of every month. The process took him roughly 4 full days each month, time he was not spending on strategy, patients or growth.
But the most expensive problem was not the time. It was that the hand-consolidated data carried systematic errors, and those errors were distorting the center's most important decisions:
- Bonuses and recognition went to the wrong physical therapists.
- The load of initial evaluations (the business's commercial front door) was not balanced by actual performance.
- The team's best closers were not clearly identified.
What we built
In 6 weeks, forabi.ai delivered a custom web back-office that replaced the manual roll-up and connected two sources that had lived apart: the clinic's scheduling system and the performance logic that lived in Excel.
- 01Revenue generated: who is producing the most income.
- 02Appointments completed: the real volume of clinical work.
- 03Post-evaluation conversion rate: who turns an initial evaluation into a treatment plan most often (the real sales indicator).
- 04Attendance rate: how well each therapist manages their patients' schedule.
Everything lands in a web dashboard with automatic reports. What used to take 4 days of consolidation at month end is now available any day of the month with one click.
The result
Real-time sales visibility
Before, sales data arrived consolidated at month end. Today the manager sees revenue, post-evaluation conversion and attendance any day with one click. Decisions no longer wait on a late monthly report.
Evaluations reassigned
Initial evaluations, the center's commercial front door, were redistributed across the team by actual conversion rate, not by perception. The direct effect: each evaluation goes to the therapist most likely to turn it into a treatment plan.
The system from the inside
Reference images of the delivered product. The data shown is illustrative and does not correspond to real client or operational information.
The Forabi Method
- 01Free consultation
We mapped the manual processes and where they were losing time or introducing errors.
- 02Design
We defined the 4 KPIs with the manager and validated the formulas against how the clinic actually operates.
- 03Build
We connected the scheduling system to our own measurement layer and a web dashboard.
- 04Adoption
We walked the team through the habit change: from the monthly Excel to the real-time dashboard.
- 05Ongoing support
We keep iterating on the system as the business grows.
“forabi siempre fue muy profesional con las entregas. El software que nos diseñaron nos ahorró muchos dolores de cabeza y el soporte post entrega ha sido muy bueno.”