Lead inbox
Form inquiries, 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 minPatients reach clinics in many ways. Most clinics track them in none.
Instagram, WhatsApp, the contact form, the phone and the front desk notebook. Nobody can say how many inquiries came in last week.
A promising inquiry sits unanswered because everyone assumed someone else had it. There is no owner and no follow-up date.
You boosted a post and ran a campaign. You can't tell which one actually brought in patients who booked.
How it works
Each lead moves through a simple pipeline your whole team can follow.
The inquiry arrives from any source, with its origin and any campaign tags already attached.
Someone on your team reaches out. The time it took to make that first contact is measured.
The patient is a real fit for a treatment. Notes and a follow-up date keep the conversation moving.
Booked leads link to their appointment. Lost leads get a reason, so you learn why patients walk away.
Lead inbox
Median first contact · 22 minLeads created on your website arrive on their own. Your team adds inquiries from outside it, such as calls and DMs, so the list stays complete.
The inbox holds inquiries from:
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 inquiry.
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 inquiries.
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.
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.
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 inquiries wait too long, not who to blame.
The median time to first contact also appears in reports.
When an inquiry 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 on the schedule.
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.
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 inquiries slipping away.
A new clinic can start with the inbox from day one, before old habits and spreadsheets set in.
Honest limits
It is built for inquiries and bookings, not everything a clinic records.
FAQ
Contact form, consultation and callback requests, chatbot handovers, bookings, promotions, phone calls, WhatsApp, walk-ins, social media DMs, referrals and manual entries. Website inquiries arrive on their own; the rest your team adds.
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 inquiry.
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.
Leads link to their bookings. You can see which inquiries booked, and reports show conversions by source, campaign, treatment and practitioner.
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.
Separately from privacy-notice acceptance, with the time and the source of the consent, so you know who agreed to receive marketing.
Book a demo and we'll follow one inquiry on our demo clinic from first message to booked appointment.