The system that quietly runs everything else
The AI Receptionist, chatbot, social DMs, and forms all create contacts. The CRM & Workflows layer is what organizes them — so every new lead is captured, every patient sits in the right stage, and the right message fires at the right time without anyone remembering to send it. This is the engine the rest of the snapshot plugs into.
Pipelines for how a clinic actually works
Contacts move through clear stages, automatically:
- New Lead → captured from call, chat, DM, ad, or form
- Booked → consult scheduled
- New Patient → first visit complete
- Active Care → on a care plan / rhythm
- At Risk → missed a visit or slipped off cadence
- Lapsed → eligible for reactivation
You always know exactly how many new leads, booked consults, and at-risk patients you have — at a glance.
Tags that drive everything
Every contact is tagged by source (phone, website-chat, instagram, facebook-messenger, referral, ad), by care type, and by status. Tags decide which automations a patient receives — so messaging is always relevant and never doubled up.
The automated workflows included
- New-lead speed-to-lead — instant follow-up the moment a lead comes in
- New-patient nurture — what to expect, intake reminders, first-visit prep
- Recall — re-engages patients who drift off their expected visit rhythm
- Database reactivation — win-back sequence for contacts not seen in 90+ days
- Post-visit follow-up — feeds the Review Harvesting module
- Internal tasks & notifications — the right alert to the right staff member at the right time
STOP-aware and de-duplicated
Workflows respect opt-outs automatically, suppress patients who said STOP, and never enroll the same contact in conflicting sequences. Quiet hours are honored on every outbound step.
What it integrates with
- Every other module in the snapshot feeds into and reads from these pipelines
- Your EHR for visit context and status updates
- GHL reporting + the bonus Reporting Suite for per-stage dashboards
Setup
Day 1: pipelines, stages, and tag taxonomy installed to match your clinic. Day 2: core workflows activated and tested end-to-end with real scenarios. Days 3–15: 10 dedicated hours — custom stages, clinic-specific automations, internal task routing, dashboards.
Book a demo → and we’ll walk your pipeline from new lead to active patient — fully automated.