How it works
Three steps from ad to booked patient.
Target, respond, book. Each step has a job, a set of things that have to be true before the next one starts, and a line on the Monday report so you can see it working or not.
The three steps
What happens, and what you see.
- 01Target
Reach the people who are already looking, without tripping the rules.
What happens
- 01.1Creative checked against the health, personal-attributes and prescription-drug rules before it is submitted.
- 01.2Search campaigns on program and clinic intent; drug names stay on the page, out of the keyword list.
- 01.3Landing pages structured so the account is not re-tiered, with the fewest fields before the calendar.
- 01.4Server-side tracking installed with generic event names and a signed BAA before the first dollar is spent.
What you see
- Every ad and page, with the policy note, before it runs
- Spend and leads by campaign on the Monday report
- Which channels are closed for your category, in writing
- 02Respond
Answer inside two minutes, at 2pm or 2am.
What happens
- 02.1A text and an email within two minutes of a form or a call, with a booking link.
- 02.2AI intake texts back a missed call within a minute, asks the qualifying questions, and hands anything clinical to a person.
- 02.3AI intake takes the first minute and after hours; conversations that need judgment are escalated to your desk with the transcript attached.
- 02.4Follow-up sequences run until the lead books or opts out, on a sender covered by a BAA.
What you see
- Median response time, by hour of day
- Leads reached, qualified and escalated, by source
- Transcripts of escalated conversations, in your CRM
- 03Book
Put them on the calendar and prove where they came from.
What happens
- 03.1The consult is booked into your calendar, confirmed by text, and reminded at 48 hours and 2 hours.
- 03.2No-shows get a same-day reschedule path; people who booked but did not come get a short sequence.
- 03.3The booking carries the ad click through your intake tool, so the consult lands on the right campaign.
- 03.4A generic conversion event goes back to the platform through our server-side delivery, so the campaign learns from real bookings.
What you see
- Cost per booked consult and cost per showed patient, by campaign
- Show rate and no-show recovery rate
- Patients and revenue by source, reconciled to your booking tool
The Monday report
One page, same lines every week.
Each line is reconciled to your booking tool, not the platform's own count. It fits on a page because a report that does not fit on a page does not get read.
- Spend
- By platform and campaign, week over week.
- Leads
- Forms, calls and texts, by source, with median response time.
- Consults
- Booked and showed, by campaign and location.
- Patients
- Started care, by source, reconciled to your booking tool.
- Cost per patient
- By channel, against the forecast where there is one.
- Policy
- Anything rejected, restricted or changed by a platform that week.
- One finding, one decision
- What the numbers say and what we are changing because of it.
A booked patient, as the report sees it
- Patient
- Patient A (identifiers hashed before anything leaves the server)
- Source
- Meta, campaign “Program explainer, Austin”, ad v3
- First touch
- Tue 21:14, landing-page form
- Response
- Tue 21:15, text with booking link (AI intake, after hours)
- Qualified
- Tue 21:19, program fit, in-state, self-pay, wants this week
- Booked
- Thu 10:30 consult, confirmed by text
- Reminders
- Tue 10:30 and Thu 08:30
- Outcome
- Showed. Started care Thu.
- Sent to platform
- booking event, hashed email only, via server-side delivery
- Report line
- Meta, Austin: 1 booked, 1 showed, 1 started
The event name is generic on purpose: no program, condition or medication ever appears in what the platform receives.
Our commitment
Tracking, pages and response live before the first ad runs.
Condition: access to your ad accounts, site and booking tool in week one.
Process questions
What owners ask about the steps.
How long until the first booked patient?
Search campaigns usually produce booked consults in the first two weeks because the intent already exists. Meta takes four to six weeks to leave its learning phase at typical clinic budgets. Tracking, pages and response are live before either starts, so the first consults are attributed from day one.
What do we have to do?
Give access to the ad accounts, the site and the booking tool; put a clinician on a short call in week one to sign off the question list and the claims; and read the Monday report. Everything else is ours to run.
We already have a front desk. Does Respond replace them?
No. It covers the minutes and hours they cannot: the first two minutes after a form lands, nights and weekends, and the calls that go to voicemail. Anything that needs judgment goes to your desk with the transcript attached.
What if a step is already handled by another vendor?
We plug into it and put it on the same report. If the report shows it is working, it stays. If it does not, you have the numbers to decide.
Growth audit
See where your growth is leaking.
We audit the funnel, the tracking, and the compliance posture, then hand you the roadmap. The people writing it have run the same funnel from the inside. You keep it whether or not we work together.
- Reviewed
- Funnel, tracking, and compliance posture
- Discussed
- One 30-minute call with the operator on your account
- Delivered
- A written roadmap within 5 business days