Clinic Funnel + CRM Automation

Case Study: Clinic Funnel + CRM Automation

Client:
Ketamine & Wellness Clinic

The Challenge

The clinic had strong demand, but their backend was a mess.

Leads were coming in through random entry points — Instagram DMs, email contact forms, call-in requests — and most were falling through the cracks. There was no central CRM, no follow-up automation, and no visibility on who actually booked a consult or showed up.

Worse, the team was trying to manually follow up with leads using spreadsheets and scattered notes. High-value prospects were disappearing because no one had the time (or system) to nurture them.

They weren’t just losing time — they were losing patients.

The Solution

I came in to build them a full-stack lead-to-booking funnel with CRM automation that didn’t just capture leads — it converted them.

Here’s what I set up:

Funnel Architecture
I mapped the entire lead journey from first touch to booked consult:

• Landing page with clear positioning + trust assets

• Embedded form → GoHighLevel pipeline

• Automated tag and custom field structure

Automated Follow-Up
As soon as a lead came in, the system triggered:

• A personalized welcome email + SMS

• Follow-up sequence with appointment reminders

• Rebooking automation for missed consults

• Long-term nurturing drip campaign for colder leads

CRM Structuring
Inside GoHighLevel, I built:

• Custom pipelines for different treatment paths

• Lead scoring logic based on engagement and time of entry

• Smart task assignments and notifications for the team

Integrations
Using Zapier and Google Sheets, I connected:

• Lead forms from their website

• Internal reporting dashboards

• Backup records for team-wide access

Results

• 200% increase in show-up rate for booked consults

• 3X more calls booked within the first month

• Full backend automation — freeing up hours of manual work weekly

• Clear tracking of every lead, every conversion point, and every drop-off

• Front desk now spends more time supporting clients, not chasing them

One of their coordinators said,

“We didn’t just get automation — we got our time and sanity back.”

Tools Used

• CRM & Funnels: GoHighLevel

• Automation: Zapier

• Data/Backup: Google Sheets

• Content: Email + SMS sequences written in tone-matched voice

• Dashboards: GHL and Google Sheet summary view

Final Thoughts

In healthcare, time matters — not just for your staff, but for your patients. This automation system didn’t just make their clinic more efficient — it made it more human. The right message reached the right person at the right time.