What we set up
- Separate tracking numbers for search, Meta, your website and referrals, so you know what makes the phone ring.
- Call recordings with simple scoring, so you can hear what happens on new-patient calls and coach to it.
- Missed-call text-back, so nobody who calls after hours hears only a voicemail.
- Speed-to-lead alerts that put new web and Meta leads on your team’s phones in seconds.
- Intake scripts with clear answers to the big three: does it work, is it covered, what happens next.
- A simple pipeline from inquiry to consult, benefits, authorization and first session, so nobody falls through the cracks.
- Monthly reporting on calls answered, consults booked, authorizations approved and starts.
Why this comes first
Every dollar of ads and SEO lands on your phone line. If a third of new-patient calls go unanswered, the fastest way to more starts isn’t more leads, it’s answering the ones you already have. That’s why our audit looks at call handling before it looks at ad spend.
The tools
We use CallRail for call tracking at most clinics, connected to your website and ad accounts. Where you already have a phone system or CRM you like, we work with it rather than around it.
Questions
Do you replace our front desk?
No. We give your team the tools, scripts and reporting to win more of the calls they already get. If you need after-hours coverage, we’ll help you set it up.
How do you handle patient privacy on calls?
Recordings and lead details stay in your systems and are never sent to ad platforms. We set up tracking so ad accounts only see that a call happened, not what was said.
What does a good answer rate look like?
As close to every call as you can get during business hours, with fast callbacks after hours. We’ll measure where you are today and set a target from there.