Lead inbox
Lead management for clinics, in one inbox
Form enquiries, chatbot callbacks, Instagram DMs, phone calls and walk-ins all land in one list. You see where each one came from, who owns it and whether it became a patient.
Lead inbox
Median first contact · 22 minEnquiries scattered everywhere
Patients reach clinics in many ways. Most clinics track them in none.
Five inboxes, no list
Instagram, WhatsApp, the contact form, the phone and the front desk notebook. Nobody can say how many enquiries came in last week.
“Did anyone call her back?”
A promising enquiry sits unanswered because everyone assumed someone else had it. There is no owner and no follow-up date.
Ad spend with no answer
You boosted a post and ran a campaign. You can't tell which one actually brought in patients who booked.
How it works
From first message to booked patient
Each lead moves through a simple pipeline your whole team can follow.
New
The enquiry arrives from any source, with its origin and any campaign tags already attached.
Contacted
Someone on your team reaches out. The time it took to make that first contact is measured.
Qualified
The patient is a real fit for a treatment. Notes and a follow-up date keep the conversation moving.
Booked or lost
Booked leads link to their appointment. Lost leads get a reason, so you learn why patients walk away.
Lead inbox
Median first contact · 22 minEvery enquiry, whatever the source
Leads created on your website arrive on their own. Your team adds enquiries from outside it, such as calls and DMs, so the list stays complete.
The inbox holds enquiries from:
- Contact forms and consultation requests
- Callback requests, including those from the AI assistant
- Online bookings and promotions
- Phone calls, WhatsApp messages and walk-ins
- Social media DMs and referrals
- Manual entries for anything else
Know which ad or post brought them in
Each lead records where it came from. When a patient arrives through a link with campaign tags, the UTM source, medium and campaign are saved with the enquiry.
Tag the link in your Instagram bio differently from the link in a paid campaign, and you can tell them apart. For marketing agencies running ads for clinics, that turns a report of clicks into a list of real enquiries.
A pipeline your team can follow
Leads move from new to contacted, then qualified, then booked or lost. Everyone sees the same status, so nobody calls a patient who was already booked yesterday.
When a lead is marked lost, your team picks a reason. Over a few months, those reasons tell you whether patients are leaving over price, timing or something else.
Clear owners and follow-up dates
Assign each lead to a team member. Set a follow-up date for patients who said “let me think about it”. Add notes so the next person knows what was discussed.
Every change is kept in the lead's activity history. If a patient calls back a week later, whoever answers can read the whole story first.
See how fast your team replies
The inbox measures how quickly your team makes first contact with each lead. It is a simple number to watch, and a fair one: it shows where enquiries wait too long, not who to blame.
The median time to first contact also appears in reports.
Leads linked to real bookings
When an enquiry turns into an appointment, the lead links to the booking. You can follow a patient from the DM they sent to the visit they completed.
That link is what makes reporting honest. An aesthetic clinic can see which campaign brought patients who booked, not just who asked a question. A hair transplant clinic, where decisions take longer, can see which consultations eventually became procedures booked in the diary.
Marketing consent, recorded properly
Agreeing to your privacy notice is not the same as agreeing to marketing. The inbox records marketing consent separately, with the time it was given and where it came from.
When you want to send an offer, you know which patients actually said yes.
Useful for small teams too
A solo practitioner at a chiropractic practice doesn't need a sales team to benefit. A single list of who asked, who was called back and who still needs a reply is often enough to stop good enquiries slipping away.
A new clinic can start with the inbox from day one, before old habits and spreadsheets set in.
Honest limits
What the lead inbox doesn't do
It is built for enquiries and bookings, not everything a clinic records.
- It doesn't read your Instagram or WhatsApp messages automatically. Your team adds those leads to the inbox.
- No SMS. Patient messages go by email and WhatsApp only.
- It isn't a medical record. There are no clinical notes, prescriptions or insurance billing.
- One location per website, so each branch would have its own inbox.
- Campaign tracking relies on your links carrying UTM tags. Untagged links still show the lead source you record.
Built for clinics like yours
- Aesthetic clinics Injectables, skin boosters, consultations and a gallery with consent
- Hair transplant clinics High-value consultation leads, follow-ups and a consented gallery
- Marketing agencies Agencies and freelancers running ads for clinics
- Chiropractors Short appointments, repeat visits and a diary that stays full
- New clinics Practitioners opening their first clinic
FAQ
Questions clinics ask
Which enquiries go into the lead inbox?
Contact form, consultation and callback requests, chatbot handovers, bookings, promotions, phone calls, WhatsApp, walk-ins, social media DMs, referrals and manual entries. Website enquiries arrive on their own; the rest your team adds.
Can we see which campaign a lead came from?
Yes. Each lead records its source, and when the patient arrives through a tagged link, the UTM source, medium and campaign are saved with the enquiry.
Can we assign leads to people on our team?
Yes. Assign each lead to a team member, set a follow-up date and add notes. Every change is kept in the lead's activity history.
How do we know which leads became patients?
Leads link to their bookings. You can see which enquiries booked, and reports show conversions by source, campaign, treatment and practitioner.
Does it track how fast we reply?
Yes. The inbox measures how long your team takes to make first contact with each lead, and reports show the median time to first contact.
How is marketing consent stored?
Separately from privacy-notice acceptance, with the time and the source of the consent, so you know who agreed to receive marketing.
See where your patients really come from
Book a demo and we'll follow one enquiry on our demo clinic from first message to booked appointment.