CRM and patient follow-up for aesthetic and specialty practices
Every inquiry deserves a fast answer and a clear next step. We set up the forms, pipelines and follow-up that give each call, form and message an owner, so more inquiries become booked consultations.
From inquiry to booked consultation
Each piece helps your team respond sooner and keep track of every patient inquiry.
Inquiry Capture
Forms, calls and messages routed into one place, so no inquiry sits in an inbox or a voicemail.
Fast First Response
Automatic replies and alerts to your team the moment an inquiry arrives, so patients hear back quickly.
Pipeline and Ownership
A simple pipeline from new inquiry to booked consultation, with an owner and a next step for every person.
Follow-Up Sequences
Texts and emails that follow up with patients who have not booked yet. Messages go out only with patient consent, and your team approves the wording.
Appointment Reminders
Confirmations and reminders that help patients show up for their consultation.
Reporting by Source
See which searches, ads and pages produce calls, forms and booked consultations, reported separately where your systems track them. See paid patient acquisition.
Signs your follow-up needs work
Start here when inquiries arrive but too few become consultations.
Follow-up turns interest into appointments
Patients often contact more than one practice. The practice that responds clearly and promptly is easier to choose. We build follow-up around your team, your hours and your style, so patients get a helpful reply without extra work for your staff.
Follow-up completes the patient journey. Read our patient acquisition strategy to see how it connects, or see how we help for each capability. Better follow-up also protects the visits you earn from search visibility and website conversion.
Plan follow-up around real patient moments
Each moment gets a clear message and a clear owner.
How the work is organized
Every deliverable supports one goal: more relevant inquiries that reach a consultation.
Your first 30 days
Every month after
A clear path to progress
Audit
We review how patients find you and where inquiries slow down.
Priorities
We choose the services and gaps that fit your practice.
Implementation
We build and launch a focused first set of improvements.
Improvement
We review results and refine content, campaigns and follow-up.
CRM and follow-up, answered
Do you send texts and emails to patients?
Yes, with patient consent for texts and your approval of every message. You set the tone, the timing and the content.
Is this HIPAA compliant?
We set up marketing follow-up for inquiries. We recommend keeping health details out of forms and automated messages. Your practice decides what information it collects, so ask your compliance advisor about your requirements.
Do we need a new CRM?
Not always. We start by reviewing your current tools and recommend the simplest setup that gives every inquiry an owner.
Will my staff need training?
Yes, a short walkthrough. We keep the pipeline simple so your team uses it every day.
How soon will we see more booked consultations?
Timing depends on your inquiry volume and how your team responds today. We do not guarantee inquiries, patient numbers or revenue.
Does my practice need every service?
No. We start with the biggest gap in your patient journey. See how we help to learn when each capability fits.
Find where patients drop off
Get a free report on how patients find your practice in search and AI tools, where inquiries slow down and what to improve first. Prefer to talk first? Book your free 15-minute audit.
Get My Free AI Visibility Report →