Lead management and patient CRM
Every inquiry captured, answered in minutes and followed until it becomes a booked patient. Past patients brought back automatically.
In plain words
A patient CRM (customer relationship management system) is one place that holds every person who has contacted your practice, what they asked about and what happened next. Lead management is the routine built around it: each new inquiry gets a fast reply, a series of follow-ups and a clear status until the person books or declines. Practices need it because most inquiries are lost through slow or forgotten follow-up, not through bad marketing.
What you get
Swipe through the pieces we deliver.
One shared inbox
Web forms, phone calls, texts, website chat and social media messages arrive in a single screen, so nothing sits unseen in a separate account.
Source tag on every lead
Each inquiry is labeled with the ad, campaign or page that produced it, so you know which marketing brings actual patients.
Instant replies and follow-ups
New inquiries receive an immediate reply, then a planned series of messages over the following days until they book or opt out.
Lead scoring and routing
Inquiries are ranked by how ready the person appears to book and sent to the right staff member, so the best ones get called first.
Recall and reactivation messages
Past patients receive reminders when a repeat treatment is due, plus birthday, promotion and event messages, and a note if they have been away.
Weekly lead report
A short report each week shows how many leads came in, were contacted, booked or were lost, with the reason for each loss.
How it works
From the first conversation to ongoing results.
Map your intake
We review how inquiries reach you today and who answers them. You tell us your services, office hours, booking rules and who your compliance contact is.
Build and connect
We set up the CRM and connect it to your website, ads and call tracking, with HIPAA requirements in mind and with your compliance contact involved. You provide logins and, if you want, a list of past patients to import.
Write and approve
We draft the replies, follow-up sequences and reminders, with AI assisting and our team reviewing every message. You approve the wording and decide whether first responses come from your staff, our team or an AI agent.
Run and refine
We monitor the system, send your weekly report and adjust messages, scoring and routing based on what the numbers show. Your staff keeps each lead's status up to date and tells us when services or offers change.
The tools involved, explained
What each one is, and how we use it for your practice.
CRM platform
Software that stores every lead and patient contact with a full history of messages, calls and appointments. We configure it for your practice, train your staff and maintain it.
Call tracking numbers
Phone numbers assigned to specific ads or pages that forward to your regular line and record which source produced each call. We use them to credit phone inquiries to the right campaign inside the CRM.
Text and email automation
Rules that send a prepared message when something happens, such as a form being submitted or a set number of months passing since a visit. We use it for first replies, follow-ups, treatment reminders and reactivation campaigns.
AI agents
Software that can answer a new inquiry by text or chat at any hour, ask basic questions and offer appointment times. Ours follow scripts you approve, never give medical advice and hand the conversation to a person when a question goes beyond scheduling.
The details
Most practices spend to attract an inquiry and then lose it because nobody followed up in time. A CRM keeps every lead and patient in one place and makes the follow-up happen on its own.
Lead management
- Every form, call, text, chat and social message lands in one place
- Each lead is tagged with the campaign that produced it
- Scoring and routing, so your staff calls the hottest leads first
- We can manage the first response for you, by AI agent or by our team
- A weekly report: leads in, contacted, booked and lost, with the reasons
We manage leads this way every day for Empire Medical Training, and we bring the same system to your practice.
What we set up
- One inbox for web forms, calls, texts and chat
- Instant replies to new inquiries, then a sequence of follow-ups
- Reminders for patients who are due for a repeat treatment
- Reactivation campaigns for patients you have not seen in a while
- Birthday, promotion and event messages
- A pipeline view: inquiries, consultations booked, treatments done
We connect the CRM to your website, your ads and your call tracking, so you can see which marketing produces patients and not just clicks.
Words you will hear
- Lead
- A person who has contacted your practice or shared their contact details but has not yet booked an appointment.
- Pipeline
- A visual board showing where each person stands, from first inquiry to consultation booked to treatment done.
- Attribution
- The practice of tracing a booked patient back to the specific ad, search or post that first brought them to you.
This is a good fit if
- You pay for advertising and cannot say with confidence which inquiries turned into booked patients
- Your front desk is too busy during clinic hours to answer every new inquiry within minutes
- Your treatments are repeated on a schedule and patients often drift away without a reminder
Questions we hear
Who answers a new inquiry when our front desk is busy or the office is closed?
New inquiries get an instant reply, followed by a sequence of follow-ups, so nobody waits until your staff is free. If you prefer, we can manage the first response for you, either with an AI agent or with our own team. Your staff then works from a scored list and calls the hottest leads first.
What do you need from us to set this up?
We need access to the places your inquiries come from: your website forms, phone and call tracking, text and chat, social accounts and ad accounts. It also helps to know how your team handles inquiries today and who should receive which type of lead, so we can set up routing that matches your practice. We handle the connections and the setup of the inbox, follow-ups and pipeline.
How long does it take and what does it cost?
Both depend on the practice: how many channels bring in inquiries, what systems you already use and whether you want us to manage the first response. We start with a free analysis, then give you a plan and a quote based on what we find.
How will we know whether the system is producing booked patients?
Each lead is tagged with the campaign that produced it, and the pipeline view shows inquiries, consultations booked and treatments done. Every week you get a report with leads in, contacted, booked and lost, along with the reasons they were lost. Because the CRM is connected to your website, ads and call tracking, you can see which marketing produces patients and not just clicks.
Ready to get started?
Tell us about your practice. We reply within 24 business hours with packages and pricing.