We help medical practices, dental offices, and health clinics convert more inquiries into booked appointments — by building the patient intake systems, automated follow-up workflows, and retention infrastructure that keeps your schedule full.
For practices actively marketing with a team ready to systematize patient intake.
100+ Systems Built
5.0 Upwork Rating
Top Rated Plus
HubSpot & GHL Certified
Patient Leak Calculator
New patient inquiries / month
~80
Inquiries that never book
~45%
Average patient lifetime value
$3,200
No-show rate without reminders
~22%
Estimated Monthly Revenue Lost
Per year: $1,382,400 in unbooked patient value
The Hidden Problem
Most practices are focused on clinical excellence — which is exactly as it should be. But the intake process running behind the scenes is leaking patients, revenue, and chair time every single day.
New patient inquiries from Google, ads, or referrals wait hours before anyone responds
No-shows and last-minute cancellations go unaddressed with no rebooking workflow
No visibility into which marketing channels are producing actual booked appointments
Patients who don’t book on the first call are never systematically followed up with
Recall and re-appointment campaigns are manual — or nonexistent
Front desk follow-up is inconsistent — dependent on individual staff, not a system
And the practice down the street with a faster intake system is the one they book with instead.
Self-Diagnosis
These are the most common gaps we find in medical and health practices that are generating interest but not converting it into full schedules.
“If your front desk is your only intake system, you’re leaving appointments — and patients — on the table.”
What We Build
A complete Patient Acquisition & Retention System built specifically for medical and health practices. Not a generic CRM setup — built around how patients actually book, show up, and return.
Every new inquiry — phone, web form, or online directory — triggers an immediate response by text or email that acknowledges the patient and offers to book. Before your competitor does.
Multi-step reminder workflows via text, email, and voice — timed to reduce no-shows, catch last-minute cancellations early, and keep your schedule protected.
Automated recall sequences for overdue patients — timed by visit type, last appointment date, and treatment plan stage. Patients return because the system reminds them, not because staff remembers.
If your intake systems are solid but you need a more consistent flow of new patients, we build and manage Google Ads and Local Service Ad campaigns designed specifically for healthcare — feeding directly into your new intake pipeline so both ends of the funnel are covered.
Why It Works
Revenue systems built and operated. Our healthcare intake systems are built from implementation data across service businesses — applied to the specific patterns of patient acquisition and retention.
01
Response time windows that actually convert
02
How many reminders and at what intervals
03
When lapsed patients re-engage and why
04
Post-appointment windows with best response rates
73
Total Jobs Completed
100%
Job Success Score
5.0
★
HubSpot
& GHL Expert
Certified Platforms
“Nando built our patient intake and recall system from scratch. No-shows dropped significantly and our new patient booking rate is now completely automated. Outstanding work.”
— Verified Upwork Client · 5.0★
Why It Works
Book a 30-minute strategy call. We’ll review your patient intake flow, no-show rate, and retention process — and show you exactly what a structured system looks like for your practice.
Qualification
We work with practices that are serious about operational efficiency — not just clinical excellence.
If there’s a gap in your intake process, it’s costing you patients you already paid to attract. One conversation is all it takes to find out exactly where — and what a system looks like to close it.
No commitment · No sales pitch · 30 minutes · Real answers