New-patient intake
A new-patient enquiry gets an instant reply on the same channel with two booking options and a link to the online calendar, following speed-to-lead. A short intake form on the confirmation page collects the essentials (reason for visit, insurance, referral source) so the front desk isn't typing during the first appointment. Everything lands on the contact and, via sync, in the practice system.
No-show prevention
Confirmation at booking, reminders at 48 and 24 hours with a reply-YES step, and a recovery message within the hour of a missed slot, exactly as in the no-show article. Auto-confirm is switched off so the front desk can call the unconfirmed list each afternoon. Clinics running this see no-shows drop to single digits.
Recall and reactivation
Every completed appointment sets a recall date on the contact. Six months later a friendly message offers the next check-up with a booking link; if nothing happens, a second message a month on, then a quarterly touch. Patients who haven't visited in eighteen months get a reactivation sequence with a specific reason to return. This is the automation with the largest revenue effect in most clinics, and the one most often missing.
Clinical reminders can feel like nagging. Ours read like a note from the receptionist, not a system: first name, one sentence, a booking link. Sent in business hours, never on Sundays.
Reviews
Three hours after a completed visit, the two-button "how did we do?" from the review request. Happy patients get the Google link; anyone else gets a call from the practice manager the same day. Ratings climb steadily and complaints are handled privately.
Sync with practice software
The practice-management system owns appointments, treatment and clinical notes. GoHighLevel owns marketing consent, tags, conversations and follow-up. Appointments flow into the CRM to trigger reminders; new patients flow back the other way. Ownership rules, stable IDs and a nightly reconciliation report follow the two-way sync method.
Privacy and consent
Health data is sensitive everywhere. We keep clinical detail out of the CRM (appointment type, yes; diagnosis, no), record SMS and email consent on the contact, honour opt-outs automatically, and register messaging properly per the A2P guide. Automations mention appointments, never treatments.
Key takeaways
- Instant reply plus online booking for every new-patient enquiry, on the channel they used.
- Confirm, remind, ask for a yes, recover: the sequence that halves no-shows.
- Recall automations bring lapsed patients back at six and twelve months without the front desk calling.
- Review requests a few hours after the visit, routed so complaints reach you first.
- Practice-management software owns clinical data; the CRM owns follow-up. Sync on stable IDs.