Websites and SEO for medical institutions

WEB

Websites and SEO for medical institutions

MedSync staff working at a computer

CONCEPT

What we believe a medical website should be

As the first place patients and families meet you, your website must be a trusted source of information.

Three things matter most to us.

  1. Bring out what makes your facility unique, and convey it accurately

    We listen closely to your director and staff.

  2. Build a site that lasts, with strong engineering

    We built this page with the same technology.

  3. Follow Japan’s Medical Advertising Guidelines with the utmost care

    We avoid exaggeration and stick to the facts.

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These days, people routinely search online for where to get care, compare their options, and book online before they visit. For physician home visits and home-visit nursing, too, more and more families, referring physicians, and care managers (who plan patients’ long-term care services) check a provider’s website before making a request.

Your website is the first place patients and families meet you. That’s why it must be a trusted source of information for anyone deciding whether to visit you or request your services. We bring strong technical skill and a deep understanding of clinical settings to build the website people truly need.

  1. We listen closely to your director and staff to discover what makes you unique in the care you provide every day. Then we bring it to life on your site, in words that people considering a visit or a request won’t misunderstand.

  2. We refine every detail, from page speed and readability on smartphones to how search engines read your site. Updates and improvements stay easy after launch, so you get a site you can keep growing for years. We built this page with the same technology.

  3. We check every word on your site against the Medical Advertising Guidelines issued by the Ministry of Health, Labour and Welfare (MHLW). We avoid exaggeration and misleading wording, and stick to the facts.

SERVICE

We build your website and keep it running

We support your website with three services.

  1. SERVICE 01

    New website production

    It all starts with getting to know you well.

    What we offer

    • Discovery interviews
    • Defining your audience
    • Copywriting
    • Photography
    • Building on WordPress
    • Mobile-friendly design
    • Pre-launch setup
    • Review against the Medical Advertising Guidelines
    • Recruiting pages
    • Proposals for new practice openings
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    We ask about the care you offer, how your facility runs, and what matters most to you, then decide together who the site is for. From there, we handle the structure, copy, design, and build, start to finish. With firsthand knowledge of clinical settings and solid technical skill, we deliver a site that accurately conveys what makes you unique. We also redesign existing websites and build sites timed for new practice openings.

    What we offer

    • Discovery interviews and identifying your strengths
    • Defining your audience and planning the page structure
    • Copywriting for pages such as your medical services and doctor profiles
    • Photography for the site
    • Design and building on WordPress (including a walkthrough of how to use it)
    • Mobile-friendly design and page speed tuning
    • Pre-launch setup (title and meta description, A file that tells search engines which pages are on your site., HTTPS, and more)
    • Review of your wording against the Medical Advertising Guidelines
    • Recruiting page production
    • A proposal for your new practice opening that combines your site and an online booking system
    SampleFrom discovery interviews to the finished design

  2. SERVICE 02

    Patient outreach marketing

    Getting the right information to the people looking for it.

    What we offer

    • Analyzing search terms that bring in patients
    • Comparison with nearby providers’ sites
    • Checking listings on medical portal sites
    • Google Business Profile cross-check
    • Article writing support
    • Regular trend reports, depending on scope
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    Our top goal is to communicate what people truly need to know, accurately and clearly. For SEO, we draw on our understanding of clinical settings and patients to research the words people use when they search for care, and what they’re looking for. Then we put what we learn to work in your site’s content. We believe this is the surest way to show what makes you unique and bring patients through your door.

    What we offer

    • Analysis of search rankings, page views, and the search terms that bring in patients
    • Comparison with nearby providers’ sites
    • Checking backlinks and your listings on medical portal sites
    • Cross-checking the details on your The information about your facility shown in Google Search and Google Maps, such as its name, address, phone number, and consultation hours. and your site
    • Article writing support, with medical review by your own physicians
    • Regular reports on trends, depending on scope
    SampleSearch results for “internal medicine XX City”

  3. SERVICE 03

    Website management

    What you want to say, when you want to say it.

    What we offer

    • Updates on your behalf
    • Schedule synced with Google Calendar
    • Page improvements
    • Handover from your previous web agency
    • Rebuilding parts you can’t update
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    We quickly post the information you want patients to know, such as closures, doctor changes, and announcements. Our specialist engineers keep improving the site based on how visitors use it, so it stays the one patients choose. You don’t need anyone on staff to manage the site. We take care of the updates for you.

    What we offer

    • Updates on your behalf, such as announcements, closures, and doctor changes
    • A schedule synced with your Google Calendar
    • Page improvements based on traffic
    • Handover from your previous web agency (server, domain, and login credentials)
    • Rebuilding parts you can’t update, such as price lists made as images
    SampleThe clinic calendar and the website that reflects it
  • Choose only the services you need.
  • Meetings and production can be done online, so distance is no barrier.
  • Quotes are free.
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We support your website with three services, covering new builds and rebuilds, patient outreach through SEO and more, and running your site after launch. All three are built on the principles above.

Besides clinics and hospitals (including those that provide home visits), we also build websites for home-visit nursing stations (agencies whose nurses care for patients at home). For every facility, we start by analyzing where things stand, then propose a structure that fits.

SAMPLE

The right website depends on the facility

Sample designs for four fictional facilities.

Choose a sample

Sample design (fictional)

01/04

Sakura Internal Medicine Clinic (fictional)

Hours table and online booking

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An internal medicine and gastroenterology clinic. We put the hours table and online booking right on the first screen.

Main audience
Local residents, from working adults to seniors
Color scheme
Soft cherry-blossom pink and white

Sample design (fictional)

02/04

Kokage Children’s Clinic (fictional)

Booking vaccines and checkups

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A pediatric clinic. On a smartphone, parents can go straight to booking vaccines and checkups.

Main audience
Parents of young children
Color scheme
Bright yellow and fresh leaf green

Sample design (fictional)

03/04

Hatoba Home-Visit Nursing Station (fictional)

Service area and how to request care

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A home-visit nursing station. Referring providers can quickly check the service area and how to request care.

Main audience
Clients and families, plus referring physicians and care managers
Color scheme
Calm teal

Sample design (fictional)

04/04

Aoba Memorial Hospital (fictional)

Entry points by audience

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A community hospital. We organized the site into entry points by audience: outpatients, inpatients, community liaison, and careers.

Main audience
Patients and families, local healthcare providers, and prospective staff
Color scheme
Deep navy and white
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What a website needs to do differs by specialty, type of facility, and audience. These sample designs for four fictional facilities show the kind of websites we build.

The sample screens are drawn entirely in HTML, CSS, and SVG, without photos or image files.

Talk to us even if you’re not sure what you need yet.

Talk to us even if you’re not sure what you need yet. If you already have a site, we’ll take a look and suggest where to start.

We aim to reply within three business days

Hours: Weekdays 9:00–18:00 JST

Contact form Talk to us about your site

Call us +81-45-900-0766

CASE

Case examples for common requests

Our case examples page walks through each request with animated diagrams.

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On the case examples page, animated diagrams show how we respond to the requests we hear most often. You can also see examples of our actual work there.

PROCESS

From first inquiry to after launch

For each stage, here’s what we do and what we ask of you.

  1. 01Inquiry

    By form or phone

    You: Get in touch by form or phone.

  2. 02Review and proposal

    We suggest where to start.

    MedSync: We listen to your needs, check where things stand, and suggest where to start. We also give you a quote.

    You: After reviewing our proposal and quote, you decide whether to go ahead.

  3. 03Meetings

    Meetings can be held online.

    MedSync: Meetings can be held online. If we’re photographing your facility, or you’d like us to check details on site, we can also visit you.

    You: Walk us through how your consultations and reception run, and tell us what you’d like on the site.

  4. 04Production

    We write the copy and build the pages.

    MedSync: Based on what we’ve heard, we write the copy and build the pages.

  5. 05Content review

    We double-check in-house.

    You: Before launch, you review everything that will appear on the site.

    MedSync: We also double-check in-house for any wording that could be a problem in medical advertising.

  6. 06Launch

    We launch after search engine setup.

    MedSync: We finish setting up the site for search engines, along with other final steps, and then launch.

  7. 07Handover

    We show you how to use the site.

    MedSync: We show you how to use the site and hand it over.

    You: After launch, you can swap out text and photos in-house. You can also leave this to us with our website management service.

  8. 08After launch

    We report regularly, within the scope you choose.

    MedSync: Within the scope you choose, we handle updates and improve pages, and we report regularly on how the site is doing after launch.

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*The process and timeline vary with the scope of work and the state of your site.

POLICY

What we can and can’t promise

What we can promise
  • We report how your search rankings change over time, within the scope you choose.
  • We don’t use links to manipulate search rankings.
  • We check for wording that could be a problem in medical advertising.
  • We hand over a site your staff can update with new text and photos.
What we can’t promise
  • We can’t guarantee search rankings or patient visits.
  • We can’t promise when you’ll reach the top of search results, either.
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Search rankings shift with Google’s evaluation, updates to other medical institutions’ sites, and other factors.
 That’s why we focus on improving the quality of your information and the usability of your site, and on making sure the site can be kept up to date.

What we can promise

  • Within the scope you choose, we regularly report how your search rankings and page views change over time.
  • We don’t use link exchanges or paid links to manipulate search rankings, or hidden links that visitors can’t see.
  • Before launch, we ask your facility to review all site content. We also double-check in-house for any wording that could be a problem in medical advertising.
  • We walk you through every site we build and hand it over ready for your staff to update text and photos.

Improving page experience alone does not guarantee higher search rankings, as Google itself explains.

ABOUT

A company born on the front lines of healthcare

MedSync began inside a clinic that makes home visits. We founded the company because we wanted to support that work with technology.

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MedSync began inside a clinic that makes home visits. While writing patient charts there, our president saw care being held together, just barely, by the tireless effort of every staff member. That reality hit hard, and we founded MedSync to support the front lines with technology. Some of our employees worked at that same clinic. Read more about our philosophy and vision, or see our company overview.

Alongside building websites, we develop software robots (RPA, robotic process automation) that operate electronic health records (EHRs) and other systems, and we run them in clinical settings. As of September 2026, at least 40 types of robots we developed in-house are in operation. Building a robot means understanding a medical institution’s workflows down to the last detail. The insight into clinical work we gain with every robot also helps us pinpoint the information patients truly need when we build a website.

40+typesIn-house software robots (RPA) running in clinical settings as of September 2026

Pages like “Medical services” and “Our doctors” reflect how your facility actually works.

Where does your workflow show up on the site?
Your facility’s workflow and the matching site pages (example)
Your workflow Pages and content
Calls and appointments
How to visit and consultation hours, Outpatient scheduleShow detailsClose

Reception hours and closed days, so people can check before they call.
Reception and intake
How to visit and consultation hours, Intake questionnaires by specialtyShow detailsClose

What first-time patients should bring and how check-in works, plus intake questionnaires they can open on the site before coming in.
Consultation
Information by specialty, Our doctorsShow detailsClose

Which doctor handles which kind of care.
Checkout
Price listShow detailsClose

Checkup and vaccination fees, in a text-based table your staff can edit.
Next visit
Outpatient scheduleShow detailsClose

Closures and doctor changes, kept in sync with your facility’s calendar.

*This is an example. We decide what goes on which page based on how you tell us your facility works.

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Pages like “Medical services” and “Our doctors” reflect how your facility actually works. As we write, we check what you’ve told us against how your consultations and reception actually run. We also take on just one or the other: website production only, or workflow automation only.

FAQ

Frequently asked questions

Answers about costs, timelines, scope, how we work, and updates after launch. If you have questions about anything else, please contact us.

How are costs determined?

They depend on the scope of work and the current state of your site. We listen to your needs, review where things stand, and give you a free quote. You can decide whether to go ahead after seeing our proposal and quote.

How long does it take to build a website?

Building a website usually takes at least a month. The timeline depends on the design and content, so we’ll tell you up front when we give you a quote. If you’re in a hurry, ask us about a build in as little as one week.

Can you also build websites for hospitals, clinics that make home visits, and home-visit nursing stations?

Yes. Besides clinics and hospitals (including those that provide home visits), we also build websites for home-visit nursing stations. Because the readers differ by type of facility, we define the audience first, then propose a structure that fits.

Can we request just some of your services?

Yes. Of our three services, you can choose only the ones you need. We also take on patient outreach marketing alone, or website management alone. We’ll decide together where to start, based on where things stand now.

Do we need to write the site’s text ourselves?

Not necessarily. Many web agencies simply post the text the facility provides. We instead ask how your consultations and reception run and what you want on the site, and then our specialist staff write the copy. We’ll also suggest how to present your facility’s strengths. You review the content before launch.

Can you work with us if we’re far away?

Yes. We’re based in Yokohama, but meetings and production can be done online. When we need to photograph your facility, for example, we can also visit in person.

Can you also redesign our current website?

Yes. We’ll review your current website and how it shows up in search, then make a recommendation, including whether a full rebuild makes sense or modifications are enough.

Can you also build a website for a new practice opening?

Yes. Drawing on our extensive production experience, we’ll propose everything as a package, from site structure to an online booking system.

Can you also build a recruiting page?

Yes. As hiring gets harder, a recruiting page that shows what makes your facility a good place to work is a real asset. Applications come straight to you, not through recruitment agencies, so you pay no placement fees.

Can you help if our site is managed by our previous web agency?

Yes. From dealing with your previous agency to transferring the server and domain, checking login access, and resetting passwords, we take care of it all.

Can we update the site ourselves after launch?

Yes. We build your site on WordPress and show you how to use it at handover. Text and photos can be updated in-house. We also offer website management, where we handle updates for you.

Can you add a schedule synced with Google Calendar to our current site?

In some cases, yes. If your facility uses Google Calendar, we’ll look into how your site is built and let you know whether it can be done.

CONTACT

Start by showing us your current site

We’ll review your site and how it shows up in search, then recommend what to fix first.

Contact form Talk to us about your site

We aim to reply within three business days

Call us +81-45-900-0766

Hours: Weekdays 9:00–18:00 JST

Quotes are free.

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We’ll review your site and how it shows up in search, then recommend what to fix first. We’re glad to talk even before you’ve decided whether to rebuild or modify your site, or if you’re about to build a new one. If you already have a site, please include its address (URL) in the “Your message” field when you contact us through the form.

When we review a site, we check things like these:

  • Can patients find what they need to choose where to get care?
  • Can care managers and others who refer patients and clients quickly see your service area and who to contact?
  • Can you update schedules and price lists right away when needed?

*Quotes are free. When you call, our reception team takes down your inquiry, and the right person calls you back.