The standard: first response in under 60 seconds
We build every clinic to one standard: first response in under 60 seconds, day or night. Automation sends the first text immediately and starts a call attempt. A person on your team takes over the conversation as soon as the lead replies. The automation buys time; the human earns the booking.
Why most clinics are slow
- Leads arrive after hours and on weekends.
- The front desk is busy with the patients standing in front of them.
- Notifications go to a shared inbox that nobody owns.
- Leads from different sources land in different places.
The 8-day follow-up sequence
Most leads don’t book on the first touch. The sequence keeps every lead moving without anyone having to remember:
| Day | Touch |
|---|---|
| Day 0 | First response in under 60 seconds: text + call attempt |
| Day 1 | Second call, follow-up text, value email |
| Day 2 | Personal voicemail + objection-handling text |
| Day 3 | Case study email + “still interested?” text |
| Day 5 | Final call attempt + breakup text |
| Day 8 | Long-term nurture: weekly value content |
Every reply stops the automation and goes to a person. Automation supports the process; it never replaces the conversation.
What to measure
- Time to first response, by lead source and by hour of day.
- Contact rate: the share of new leads you actually reach.
- Lead-to-consult rate: the share of new leads that book.
Illustrative benchmark
On a well-run pipeline, about 62 of every 100 new leads book a consult. This is an illustrative benchmark, not a client result.
Key takeaways
- First response in under 60 seconds, every time.
- Automation for speed, people for the conversation.
- Follow up for 8 days before you call a lead cold.