Turn more inquiries into booked patient conversations.
A connected patient acquisition and follow-up system built around the practice. This page demonstrates the infrastructure behind Palmer & Herman Chiropractic — not patient-facing content.
From first touch to review
Eleven connected components
Website Lead Capture
Every appointment request flows directly into the CRM as a tagged lead with a pipeline opportunity.
AI / Voice Receptionist
A future human-sounding receptionist to handle calls, answer FAQs, capture leads, and transfer to staff. Not yet activated.
Missed Call Recovery
When a call is missed, an automatic text-back goes out within about a minute to re-open the conversation.
Appointment Booking
Requests route to the Appointment Requested stage and trigger immediate confirmation by text and email.
Lead Pipeline
A 12-stage pipeline tracks every contact from New Lead through Completed, Reactivation, and Lost.
Automated Follow-Up
A measured sequence follows up with unbooked leads — then stops the moment they reply, book, or opt out.
Appointment Reminders
Automated reminders 24 hours and 2 hours before the visit, including time, address, and phone.
No-Show Recovery
If an appointment is marked No Show or Cancelled, a polite reschedule offer is sent automatically.
Patient Reactivation
A separate, manually-activated workflow reaches out to inactive patients with a simple invitation to return.
Review Requests
After a completed visit, a polite, ungated review request is sent. No incentives, no gating.
Reporting
Pipeline movement, lead source, and conversion visibility across the full patient journey.
Palmer & Herman Patient Pipeline
Every contact moves through a 12-stage pipeline — from first inquiry to completed care, reactivation, or lost.
New Lead
Contact Attempted
Conversation Started
Appointment Requested
Appointment Scheduled
Appointment Confirmed
Patient Arrived
Follow-Up Needed
Completed
Review Requested
Reactivation
Lost / Not Interested
Automation logic, by example
Website Lead → Confirmation
- 01Form submitted on the website
- 02Contact created/updated, tagged ph-website-lead
- 03Opportunity added to Palmer & Herman Patient Pipeline → Appointment Requested
- 04Internal notification to the office
- 05Immediate confirmation text sent to the patient
- 06Confirmation email sent to the patient
- 07Follow-up task created if no appointment is booked
Missed Call Text-Back
- 01Incoming call is missed
- 02Wait ~1 minute
- 03Send: "Hi, this is Palmer & Herman Chiropractic. Sorry we missed your call. How can we help you today?"
- 04If they respond → move to Conversation Started + notify office
- 05If no response → follow up again later (reasonable, not repeated)
New Lead Follow-Up Sequence
- 01Immediate: thanks for reaching out, we received your request
- 02Several hours later: checking in — would you like help finding a time?
- 03Next day: happy to help when you're ready, reply or call (203) 729-4047
- 04Stops when: appointment booked, lead replies, lead opts out, or marked lost
Appointment Reminders
- 0124 hours before: appointment time, office address, phone number
- 022 hours before: appointment time, office address, phone number
No-Show / Cancellation Recovery
- 01Appointment status becomes No Show or Cancelled
- 02Send: "Hi {first_name}, we noticed your appointment didn't work out today. If you'd like to reschedule, reply here and we'll help you find another time."
Patient Reactivation (manual)
- 01Manually activated on selected inactive patients
- 02Send: "Hi {first_name}, this is Palmer & Herman Chiropractic. It's been a while since we've seen you. If you'd like to schedule a visit, reply here and we'll help you find a convenient time."
Review Request
- 01Trigger: completed appointment
- 02Wait a reasonable period after the visit
- 03Send a polite review request — no incentives, no gating
Run an automation end-to-end
Pick a scenario and watch the system move a demo contact through the pipeline — firing tags, messages, tasks, and stage changes in real time. No real patient records are used.
Press Run simulation to watch this automation execute step by step.
Pipeline in motion
Clearly labeled demonstration contacts — no real patient records are shown.
| Contact | Stage | Source | Status |
|---|---|---|---|
| Demo Contact A | Appointment Requested | Website | Active |
| Demo Contact B | Conversation Started | Missed Call | Active |
| Demo Contact C | Completed | Phone | Won |
| Demo Contact D | Reactivation | Manual | Reactivated |
AI voice receptionist — ready to activate
The system is prepared for a future human-sounding voice receptionist. It is not yet activated. When enabled, it would handle incoming calls, office information, appointment requests, basic FAQs, directions, hours, appointment changes, lead capture, and human transfer.
Planned greeting
"Thanks for calling Palmer & Herman Chiropractic. How can I help you today?"
The receptionist would never claim to be an AI, never make medical diagnoses, never provide medical advice, and would escalate medical questions to staff.