Service
Email and SMS Lifecycle
Speed-to-lead, no-show recovery, reactivation, refills and reviews, sent under a BAA.
Where this goes wrong
A lead that gets a text within five minutes books. The same lead called back the next afternoon has usually booked somewhere else. Most clinics know this and still run intake on voicemail. Then the people who do book miss the appointment and nobody follows up, and the patients from last year's ad spend sit in the EHR with no refill reminder. The cheapest patients a clinic will ever acquire are the ones it already paid for.
What we do
The work, line by line.
What is included
- Sending platform under a signed BAA, or your existing one audited
- Consent captured on every form and call, and logged
- Segments that carry no PHI: no condition or medication in a segment name or a subject line
- Copy for every sequence, written to the same rules as the ads
- Deliverability setup: domain authentication, warm-up, list hygiene
- Monthly report: response rate, booked from sequence, no-show rate, reactivated patients
How it fits with the rest
- Paid AdsEvery paid lead enters the speed-to-lead sequence the minute the form lands.
- AI IntakeAI Intake handles the live conversation; the sequences carry the follow-up.
The report reads the same whichever services you buy, because all of them run on the same server-side tracking. See how the tiers bundle them.
Our commitment
Speed-to-lead and no-show sequences live on a BAA-covered sender.
Condition: Access to your CRM or booking tool, and a consent line on your forms.
Email and SMS Lifecycle questions
What buyers ask before they sign.
Is texting patients HIPAA compliant?
It can be. Three things have to be true: the sending platform is under a BAA, the message contains no PHI beyond what the patient needs to act on (a booking link, an appointment time), and the patient gave consent to be texted. We set up all three and document them.
We already use GoHighLevel or Klaviyo. Do we have to switch?
Not if it can sit under a BAA and keep PHI out of segments. We audit what you have, fix the consent capture and the segment names, and build the sequences there. If the platform cannot sign a BAA, we move you to one that will.
What counts as PHI in a marketing message?
Anything that ties an identifiable person to a condition, a medication or a treatment. "Your GLP-1 refill is due" in a subject line is PHI. "Your refill is due" with the detail behind a login is not. Segment names follow the same rule, because a leaked audience list is a breach.
Will patients find the texts annoying?
The sequences are short and stop when the person acts. Speed-to-lead is three touches over two days. Reminders are two per appointment. Every message carries an opt-out and honors it immediately. Response and opt-out rates are on the monthly report.
Can you reactivate a list from three years ago?
Email, usually yes. SMS depends on when consent was captured and what it covered, because the TCPA (the federal law on marketing texts and calls) requires prior express consent. We check the consent records before sending anything, and we do not text a list that has none.
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