For clinics
Clinics are rarely short on leads. What goes missing is usually somewhere between the chat and the treatment chair.
This page is for aesthetic, dental, and wellness clinics that are already running ads but cannot yet show which campaign produces patients who actually show up.
Four leaks we almost always find in clinics.
Not a theoretical list. This is the pattern that repeats across clinic operations with high conversation volume and busy hours that stack up.
- WhatsApp piles up right at the busiest hour
- Late afternoon between four and eight is when the most messages come in, and it is also when front desk staff are busiest with patients on site. A chat answered the next morning has usually already picked a different clinic that replied first.
- Results change depending on who is on shift
- One admin replies in full and offers a slot. Another gives a bare minimum answer. The gap in bookings can be double, with no record that explains why.
- Ad spend never connects to the treatment that actually happened
- Meta reports hundreds of leads. The transaction book shows dozens of treatments. Nothing can show which campaign produced the patient who actually showed up and paid.
- Multiple branches make the numbers overlap
- A lead from branch A's ad shows up at branch B because it is closer to home. Without tagging from the start, both branches claim the same result, or neither claims it at all.
The first month at a clinic, without disrupting practice hours.
We do not ask your team to learn a new system in week one. Changes that touch how admins work only go live once the data is clear.
Day 1 to 7
We read your lead flow as it actually runs
Which WhatsApp number is used, who holds it, which forms are live, and how bookings get logged today. Nothing changes yet.
A leak map with numbers from your own data.
Day 8 to 14
Source tagging goes live across every channel
Every lead starts getting logged with its campaign source and destination branch. The system is still read-only, it does not reply to anything.
One lead list across channels and branches.
Day 15 to 30
Follow-up drafts get set up for repeat questions
Treatment pricing, practice hours, slot availability, and branch location. Your admins read the draft, correct it, and send it themselves.
Reply time drops without changing how the clinic sounds.
Month 2 onward
Attribution reaches transaction value
A completed treatment gets linked back to the campaign that produced it, per branch. This is usually where budget decisions start to change.
Cost per treatment, not cost per click.
Medical data never enters our systems.
We process marketing lead data, not medical records. That boundary is written into the data processing agreement signed before the engagement starts, and it cannot be negotiated looser.
Read the full data policyWhat we process
- Lead name and contact
- Used to recognize the same person across channels and prevent duplicate messages.
- Campaign source
- Tags the ad, channel, and destination branch from the moment a lead first comes in.
- Pipeline stage
- Conversation status: new, being followed up, booked, completed, or cancelled.
- Booking status
- Appointment date and the branch that received it. Not the content of the consultation.
- Transaction value
- The payment figure used to calculate cost per transaction, without any detail on the medical procedure.
What we never touch
- Diagnosis and consultation notes
- Treatment records and procedure history
- Test results and lab work
- Before and after patient photos
- Insurance data and medical identity documents
If your clinic system is closed with no API, transaction value gets entered manually by your team. We do not ask for access to a medical records database for any reason.
If your clinic has more than one branch, start with the leak map.
Fill in your clinic’s situation and we will tell you whether it is a fit, what it costs, and how long before the pattern becomes readable. If it is not a fit, we will say that too.