Turn more of your inquiries into booked patients.
Your ads and search already bring in calls, forms and messages. We set up the follow-up and coach the people who answer, so more of them book an appointment.
- Each inquiry followed from the ad to the appointment in your CRM
- Your CRM, automations and data stay in your name.
We’ve worked with 200+ healthcare brands across three continents
Reply while they’re still deciding.
People looking for a treatment often contact a few clinics at once, and when a call rings out or a reply comes the next day, many move on. Your front desk is busy with the patients in front of them, so we set up replies and routing that work when nobody can pick up.
- Calls missed while the front desk checks patients in
- Forms answered the next morning
- Messages that arrive after hours or at the weekend
- One call, then no second try
- Consultations that end without a next step
In a study of 1.25 million sales inquiries at US companies, firms that tried to reply within an hour were nearly seven times as likely to qualify the lead as those that tried an hour later. Harvard Business Review, 2011
- NewNew patientInjectables
- Contacted
- Booked
- Attended
A call comes in after hours
Missed call · (212) 555-0148Missed call from your Google Ads number. A new inquiry opens in the CRM with the campaign attached.
One pipeline for your inquiries, with an owner for each.
We set up your CRM so each inquiry lands in a pipeline by treatment and location, with a named owner and the next step due. Follow-up by text, email and WhatsApp runs on a schedule and stops when the patient books.
We work in the CRM or booking system you already use, such as HubSpot, GoHighLevel, Pabau or your practice management system, or help you choose one. Forms ask for contact details and the treatment of interest, and for US clinics we sign a BAA where the work needs one. How we handle HIPAA
Inquiries from Sequoia Clinic’s landing pages arrive in HubSpot with the platform, campaign and keyword that brought them in.Sequoia Clinic- Pipelines by treatment and location
- An owner and a due date on each inquiry
- Follow-up by text, email and WhatsApp
- Reminders, and messages after a no-show
- Recall when a treatment is due again
- Inquiries matched to bookings, for cost per booked patient
Answer new inquiries within minutes.
New forms get an instant reply and missed calls get a text back. Each inquiry goes to the right location and person, and after hours patients can still pick a time or leave the details your team needs in the morning.
About three in four of Circle Care Clinic’s Google Ads leads are WhatsApp taps, so WhatsApp, forms, call taps and online bookings each count as a conversion. Measured over 30 days.Circle Care Clinic- Instant replies to forms and ad leads
- A text back when a call is missed
- After-hours replies with a booking link
- Routing by treatment, location and language
- Call tracking, with recordings where the law allows
- WhatsApp replies, which many patients in the UAE prefer
Help your front desk book more consultations.
The people who answer your phones and messages turn interest into appointments. We write scripts for your main treatments, coach the team with role-play and recorded calls, and log why inquiries don’t book, so next month’s plan can address it.
- Call and message scripts by treatment
- Consultation guides for clinicians and coordinators
- Answers on price, financing and timing
- Role-play sessions and call reviews
- A reason logged when an inquiry doesn’t book
- Booking rate by person and location, where your CRM records it
Fewer steps from inquiry to appointment.
We go through each step from the ad to the appointment on a phone and take out the ones where patients drop off. Short forms come first, and online booking and deposits go in where they suit your treatments.
- Booking form first on phones
- Online booking into your calendar, where it fits
- Deposits for consultations, if you want them
- Confirmation and reminder messages
- Rebooking links after each visit
Circle Care Clinic’s patients can choose a doctor and a time from the clinic’s own calendar on its website. Circle Care case study
With a two-step form at the top of PT of the City’s new clinic pages, the share of ad clicks that became booking requests rose from 2.1% to 2.7% in the first two weeks.PT of the City
Followed from the ad to the patient.
Patient conversion works alongside our ads and SEO. The same inquiry is tracked from the ad or search that brought it in to the appointment in your CRM, so each channel is judged on the patients it books.
Google Ads Meta Ads SEO, local & AI search Patient lifetime value
- 24%of Google Ads inquiries became patients, and 47% of them came back for another visit509 of 2,112 inquiries, and 240 of those 509 patients, over 21 months. HubSpot inquiries matched to Pabau patient records, as counts.Dr. Jinah Yoo
- 51%of Google leads booked an appointment21 of 41 in the best week, at $120 per booked patient. 46–51% across a full month.Relive Health
- +38%share of ad clicks that became an inquiry, month on monthAfter most campaigns moved to their own landing pages. Google Ads conversion rate, 7.2% to 9.9%.Sequoia Clinic
Bookings and patients come from each clinic’s own CRM or patient records, and the clinics’ teams book their own patients. We run their ads and landing pages and connect the tracking.
Set up within 90 days.
The same first 90 days as the rest of our work, with your front desk involved from the first week.
Review
We send test inquiries, time the replies, listen to recent calls and map each step from inquiry to appointment.
Build
Pipelines, replies, routing and reminders set up in your CRM, then tested end to end before they go live.
Coach
Scripts and role-play with your team, call reviews each week, and changes to the follow-up based on what books.
Review
Reply times, booking rate, reasons not booked and cost per booked patient, next to your ads and SEO.
Clinics we set this up for.
- Aesthetics & Med SpaConsultations that lead to treatment plans and rebooking
- Plastic SurgeryCoordinator follow-up from consult to surgery date
- DentalImplant and aligner consultations, with financing questions
- Wellness & LongevityPrograms and memberships that take longer to decide
- DermatologyBusy phone lines and consultations by condition
- ChiropracticNew-patient exams and care plans
Common questions.
Usually the one you already have, such as HubSpot, GoHighLevel, Pabau or the booking side of your practice management system. If you don’t have one, or yours can’t do what you need, we help you choose one and set it up. The account stays in your name.
Let’s look at how your inquiries are followed up.
- A 30-minute call with one of our team
- A look at your reply times and booking steps
- A clear recommendation, with no obligation