Smart CRM & Automation

Never Miss a Patient Lead Again.

Most practices lose 30–40% of their patient leads — not because the lead was bad, but because there was no system. Our Smart CRM captures every inquiry, follows up automatically, and converts more leads into booked appointments.

What's Included

  • Multi-channel inbox (call, SMS, email, chat)
  • AI voice agent for after-hours
  • Automated lead follow-up sequences
  • Two-way SMS & email
  • Online appointment booking
  • Automated review requests
The Problem

The Lead Leakage Problem

Every day, patient leads land on your website, call your practice, and reach out on social media — and quietly disappear without ever booking.

~60%

of new patient leads never receive a response within the first hour

~78%

of patients book with the first practice that responds to their inquiry

47 hrs

average healthcare practice response time — far too slow to compete

The Smart CRM closes this gap — automatically, for every lead, every time.

Platform Features

Everything in One System

Built on GoHighLevel — the most powerful all-in-one CRM platform available — configured specifically for podiatry practice workflows.

Multi-Channel Unified Inbox

Phone, web chat, Facebook, Instagram, email, and SMS all in one dashboard — your front desk never misses a message regardless of where it came from.

AI Voice Agent

After-hours calls answered instantly by an AI agent that can answer common questions, collect patient information, and schedule a callback — no more missed leads at 9 PM.

Automated Nurture Sequences

New leads receive an instant text, followed by a sequence of follow-up messages over 7–30 days until they either book or opt out — systematically eliminating lead leakage.

Two-Way SMS & Email

Patients can reply to your automated texts and have a real conversation via your dashboard — no phone tag, no lost messages, just seamless communication.

Online Appointment Booking

An always-on booking calendar that integrates with your scheduling system — patients can book 24/7 without calling. Automated confirmations and reminders reduce no-shows by up to 40%.

Automated Review Requests

24 hours after an appointment, patients receive an automated SMS requesting a Google review. Practices using this see 3–5× the review volume within 60 days of setup.

Lead Pipeline Dashboard

A visual pipeline view showing every lead and where they are in your funnel — new inquiry, contacted, consultation scheduled, patient won. No lead is invisible.

Patient Reactivation Campaigns

Automatically re-engage patients who haven't visited in 6–12 months with a targeted SMS or email campaign — turning dormant records into booked appointments.

We Set It Up. Your Team Runs It.

Full setup, integration with your existing tools, automation sequence configuration, and hands-on onboarding for your front desk team. Ongoing support included every month — you're never on your own.

Setup & ConfigurationTeam OnboardingCustom AutomationsMonthly Support
FAQ

Frequently Asked Questions

GoHighLevel (GHL) offers a Business Associate Agreement (BAA) and operates with HIPAA-considerate practices. However, a CRM should never store Protected Health Information (PHI) — it handles appointment scheduling, lead communication, and automated follow-up, not clinical records. We configure the system with appropriate data handling from day one. We do not store diagnoses, treatment notes, or medical records in the CRM.

No — and it shouldn't. Your practice management software (EHR/PMS) handles clinical records, billing, and clinical workflows. The Smart CRM handles your marketing and patient communication front-end: lead capture, follow-up sequences, appointment reminders, review requests, and multi-channel inbox. They work alongside each other — not in competition.

Initial setup and configuration takes 1–2 weeks, followed by a hands-on onboarding session with your front desk team. We configure your practice-specific automation sequences, connect your web forms and calendar, test the AI voice agent, and verify all integrations before going live. Ongoing training and support is included.

Yes. GHL supports multi-user access with role-based permissions. Your front desk can manage the inbox and appointments, while you see the high-level lead pipeline dashboard. We set up roles during onboarding so each team member sees exactly what they need — no more, no less.

Your data belongs to you. We can export all contacts, conversation history, and pipeline data in a standard format before any account closure. We recommend this in your first 30 days anyway as a backup — good data hygiene regardless of circumstances.

Ready to Grow Your Practice?

Book a free 30-minute audit and see exactly what's holding your practice back online — and how we fix it.

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