Missed-call, form, DM, no-show, and old-inquiry paths are tested with fake or redacted examples before handoff.
Process
Four weeks. Clear work. No mystery fog.
The project is built for owners who want the lead mess handled without becoming project manager for a fragile pile of apps and logins.
Before kickoff
Confirm the clinic actually has leaks worth fixing.
We ask for business-level context: clinic website, services, lead sources, current response pattern, and what the owner believes is breaking. No patient information through public email. If the problem is really demand generation, we say that.
Week 1
Map every place interest enters, stalls, or disappears.
We review calls, web forms, DMs, calendar statuses, old inquiry lists, and staff handoffs. Output: a lead leak map, priority score, and the first set of response rules.
Week 2
Install the first-response system.
We tighten missed-call return, form reply timing, DM handoff, and booking reminders. Staff gets approved language and clear ownership so follow-up does not depend on memory.
Week 3
Work the stalled and old demand.
We build a limited, respectful revival path for old inquiries, unfinished conversations, and no-shows. Every path has attempt limits, handoff rules, and a clean stop point.
Week 4
Train, document, and report.
The clinic gets the board, scripts, escalation notes, reporting format, and a next-30-day improvement list. The owner sees what changed and what still leaks.
Definition of done
Done means the clinic can see and run the follow-up work.
The daily list shows owner, status, approved language, stop rule, and escalation path.
The weekly report separates work completed, leaks still open, booked consults influenced, and the next fix.
Access ladder
We start with the least sensitive view that can prove the leak.
Business-level map
Clinic website, lead sources, staff roles, response expectations, and the suspected breakpoints.
Redacted examples
Counts, screenshots with private details hidden, fake test contacts, and process notes.
Private client path
If person-specific systems are required, access waits for the right agreement, scope, and owner approval.
What we need
Enough access to see the business process.
- Lead source list: calls, forms, DMs, ads, referrals, or directories.
- Current response expectations and staff ownership.
- Calendar rules and consult confirmation habits.
- Approved clinic tone for follow-up language.
- Old inquiries or no-show lists only through the proper private client path.
What we avoid
Anything that makes this heavier than the leak.
- No public patient information collection.
- No medical advice or treatment guidance.
- No giant dashboard built for theater.
- No fake urgency claims or made-up guarantees.
- No live outreach from this website build loop.
Handoff
The clinic should be able to run the basics after the first month.
The deliverable is not a dependency trap. It is a follow-up board, staff rules, scripts, measurement, and a short list of next improvements. If ongoing support makes sense, it is scoped after the first month from observed work, not guessed from a sales call.