Medical Lead Management CRM

Medical Lead Management CRM has a variety of specialized apps that can be used to capture and manage the leads from your medical website, and with HIPAA compliance. CRM is included and integrated with social media, websites, Email and Texting/SMS.

If you run a medical practice, you can not just sit back and hope people walk in through your front door. So you need to start a marketing plan and then suddenly you’ll be inundated with patients? Not exactly. Nearly 3/4th of marketing leads are wasted because the staff or doctors at a medical practice do not follow up with a patient who inquires them for their services. Why does this happen? It is because a medical practice does not have proper lead management and capture solution in place. has a variety of apps that can capture information from leads and present them in an organized way on your dashboard. From there, you or your staff can follow up with them quickly so they can capture that lead and convert them into loyal, returning patients.

Medical Website Lead Management and Capture Apps

No 1.  IntelliBot App from PatientGain

Is your front staff plagued to answer the same questions over and over again from patients? Our IntelliBot can provide quick answers to the most common questions so your team can concentrate on patients with greater need. We will work with you to develop a list of questions and answers that most patients end up calling in with and asking for answers. Our Intellibot will give immediate answers needed by potential patients, pushing them to make an appointment. If there is a question the bot can not answer, we will capture their information so you can quickly follow up with them!

No 2.  Promotions App 

Have a new service or a service that isn’t being utilized by the community as much as you would like? Try giving it a push with our promotions app. It can be embedded onto your website and your Facebook Business Page to keep current and potential patients updated! One change from our dashboard will push changes to both the site and your social media channel. Make updates easier with the promotions app from

No 3.  Sweepstakes App 

Who doesn’t love a good sweepstake? Retire the fishbowl where people put their business cards in or slips of paper with their names on it. Run sweepstakes through your website with this app. When people enter, we will capture their information securely so you can market to them after the sweepstake has ended—no more trying to figure out what someone wrote and then manually typing it into a database. If they want to win, they will have to give you the correct information!

No 4.  Call Tracking App 

Phone calls into your medical practice are one of the most fruitful ways to convert people into regular patients. Capturing leads from phone calls is going to be one of your top priorities when running your business. Instead of logging into the phone company’s website day in and day out checking phone records, we can log and track your calls through the dashboard. We will be able to show you when they called, from what number, and how long they spoke with your staff. You can follow up with them later if you felt the phone call was too short to see if you can capture them as a regular patient. Our call tracking app also can track multiple numbers if you use different phone numbers for various campaigns. They will all be in one spot for you to monitor and follow up on in the dashboard.

No 5.  Deal Conversion App

Are you offering a special deal on some of your services? Our Deal App will require them to submit some information before that deal becomes unlocked to them. This information will be securely stored in your dashboard to follow up with them later if they do not come in for any of your services. You can also use this app to judge how effective the deal you are offering is for your target audience. If no one signs up for a deal or signs up, but doesn’t show up, it is time to reevaluate what you are offering.

No 6.  Texting/SMS App 

If your medical practice is especially busy, you or your staff may not have time to check’s dashboard for new messages. We can set up text alerts to be sent to specific members of your team who are tasked with following up with individual leads. Don’t let hours or even days elapse after an inquiry has been placed. A quick text alert will let someone quickly acknowledge and engage with the marketing lead. Our alerts, which are HIPPA Compliant, will direct the staff member or doctors to check the dashboard for further information.

No 7.  Online Appointments App 

Gone are the days of calling to make an appointment. If you do not present your patients with an ability to create their appointments easily, you are a step behind your competitors. Our online appointment system captures all the vital data you need to be entered into your patient management system. We can create a secure, HIPAA Compliant connect to your system to upload patient data into your schedule. Our app will capture all the vital details you need for your staff to follow up if needed. Instead of flipping through a paper patient calendar trying to schedule patients, let us make the job of your front desk staff easier!

No .8   Survey App 

Did your patient leave happy? Find out for sure by sending them a survey. Our powerful, yet simple to use survey app will give you feedback on how well your medical practice is doing. This follow up touchpoint with a patient shows them that you are concerned that they had the best experience possible. If it was negative, you can immediately follow up with them to try to correct any of the issues they had. If positive, you can prompt them to leave a review for you, further promoting your medical practice and improving your rankings online.

No .9   Live Chat App 

Live chat is a powerful tool to capture leads and convert them into patients. Assuming you have the workforce to manage a live chat, you can provide personalized answers to patients who need assistance right away. Live Chat allows you to capture these leads immediately and go the extra mile to convert them into regular patients. If no one is available to chat with a patient, our app allows that person to leave their contact information so you can get in touch with them as soon as possible.

In order to run an effective medical practice, you need top-notch medical lead management and conversion. The apps available from allows you to manage this vital aspect of your business. Call today and let us show you how these apps could work on your website and how others use them to generate business.

8 Important elements of your medical website:

1)  It must be mobile optimized – Beyond mobile friendly.

2)  It must be optimized for conversion.

3)  Content must be fresh, relevant, non-plagiarized.

4)  SEO Optimized for Google search engine.

5)  Based on WordPress (or other proven platforms).

6)  Secure and HIPAA Compliant. 

7)  Should promote and build your brand.

8)  Must be pretty, attractive and branded with your own brand.

6 Steps for Online Success For Clinics

Step No 1.

As medical practitioners, we have to realize that patient behavior is changing.  Patients are now looking for medical services online. 88 percent of patients search online for medical services and clinic information. Even 47 percent of existing patients look for additional, related services online on your own website or your competitor’s websites. So you must be present on the Web.  60 percent to 72 percent of patients look for your services, check your online reviews, using a mobile device. Make sure that you have website that is focused on Mobile Marketing for doctors.  Here are many examples of great ( and free Mobile, responsive and intelligent) websites.  Once your medical practice is online, there are 5 additional important areas to cover.

Step No 2.

In US, approximately, 78 percent of the time, your patients are going to use Google search engine to look for medical related services, reviews and other information.  So your first step is have a top notch Google presence.  Other places are important also, like Facebook, Yahoo, Bing etc. But start with Google.  There are 6 important aspects of Google presence. 

  1. Google Local Listing for your medical practice
  2. Google Maps, verified listing
  3. Google Reviews rankings
  4. Google Posts
  5. Google Organic results
  6. Google Paid Search 

Each of these should be addressed by your online strategy for your medical practice.  Many doctors and practice managers think that having a nice looking website will suffice. Unfortunately it is no longer enough to have a nice website and a Facebook page.

Each of the above mentioned 6 important aspects of Google presence require attention to detail, time and commitment, not to mention financial investment.

Step No 3.

SEO or Search Engine Optimization for Doctors & Medical Practices can be defined in many ways. To provide you with a high level guidance, these 5 areas are most important: 

A. Google Local Listing for your medical practice

  1. Create a Google account
  2. Add you clinic’s accurate information – Name, address are the most important information – Phone should be checked.
  3. If your practice’s information is incorrect, you will have correct it
  4. You may have to claim your listing also.
  5. In certain cases you may have duplicate listings, these should be resolved.
  6. There are dozens of other Local directories – They should be checked and updated.  But Google, Facebook, Yelp, Yahoo/bing are the most important ones. Start with these.

B. Google Maps, verified listing

  1. Create a Google account
  2. Add you clinic’s accurate information in the Maps
  3. If your practice’s information is in correct, you will have correct it – sometime the Map Pin is Inaccurate
  4. You may have to claim your Map listing also.
  5. In certain cases you may have duplicate listings, these should be resolved.
  6. There are many of other map based directories – They should be checked and updated.  But Google, Map Quest, Apple Map are the most important.

C. Google Reviews rankings

  1. Create a Google account
  2. Check you reviews and ratings
  3. If your practice’s reviews are 4.5 and over 100 reviews on Google, then you are doing well. If less than this, you will need to focus on this area.
  4. Other important review sites are Yelp, Facebook and HealthGrades. But start with Google.

D.  Google Posts

Posting on Google is a new way to share relevant, fresh content with the people who are searching for you. Use images, videos and even animated GIFs to engage your audience, and add inline links to drive traffic to specific content. This enhanced format allows searchers to hear directly from the primary source — you — and complements existing results from across the web. One important note the Google Posts expire every week. You have to post every week.

E.  Google Organic results

Your content on your website is the most important factor on your website.  Content refers to your text, headings, sub-headings, main paragraph, images, videos, blogs etc.  Your website must contain non-copied, non-plagiarized content.

Step No 4.

Every year, billions of dollars are spent on online advertising. Very broadly, online advertising can be divided into 2 main categories:

  1. Display advertising
  2. Search advertising

As a doctor and a medical practice manager, both of these are important for you. You can acquire new patients using both of these mediums.

Display Advertising

Display advertising is a type of online advertising that comes in several forms, including banner ads, rich media and more. Unlike text-based ads, display advertising relies on elements such as images, audio and video to communicate an advertising message. For example, if your potential patient is on Facebook and has recently clicked on or watched a video related to Breast Augmentation medical procedure and treatment, ads related this subject can be displayed to the potential patients. This is an example of display ads.

Search Advertising 

Search advertising is very common. Every time you are on Google and type a search term, lets say “Urgent Care near me”, Google search engine will usually display ads on the top of the web page.  In the middle, there is a map, reviews and business listings, and at the bottom, there are organic or free search results.  The advertisers pay a fee to display their ads in the top area.  If a user clicks on any of the ads, the advertiser pays a fee for each “Click” This is called Pay-Per-Click advertising. For medical practices and doctors, this is very effective and creates excellent ROI.  Google PPC ads produce excellent results, however it is complex and requires a professional to manage your campaign.

Step No 5.

Reviews marketing is another emerging area. Online reviews are impacting decisions of your prospect patients dramatically.  This is one area that will make your medical clinic shine or impact negatively more than any other strategy. In fact it should not be a marketing strategy, it should be a necessity.

There are 4 ways to acquire positive reviews, and at the same time, minimize negative reviews. So your marketing strategy should be to minimize any negative reviews, and maximize positive reviews.

4 Ways to acquire online reviews

  1. Using SMS/Texting apps. A text is sent to a patient asking for feedback after a visit.
  2. Using Email apps. An Email is sent to a patient asking for feedback after a visit.
  3. Using an iPad in the lobby.  A patient  is asked to provide feedback right after the visit.
  4. Using Social Media or your Website.  An app can be added to your business page on Facebook or your website, asking patients to provide feedback.

There is no quick and foolproof way do this “quickly”.  There are pros and cons for each approach.  Google and Yelp understand that businesses are striving to acquire more positive reviews and “bury” negative feedback, their algorithms are aware of SMS requests for reviews – and they are blocking reviews posted using SMS originated requests.  Having an iPad in the lobby can cause block of IP Address and so on.

Step No 6.

Social Media Marketing is another very important aspect of your marketing. Your potential and existing are hanging around on Facebook. You have to make it easy for them to do business with you.  Here are 5 steps.

5 Steps for Facebook Success for Doctors & Medical Practices

  1. Create Facebook Business Page for your medical practice.
  2. Optimize FacebookBusiness Page for your medical practice.
  3. Add apps to your FacebookBusiness Page for your medical practice. For example, add Contact Us app, add Appointment Requests app, add Promotions app.
  4. Add content to your FacebookBusiness Page for your medical practice
  5. Advertise your FacebookBusiness Page for your medical practice  on Facebook – There are multiple ways to promote your FacebookBusiness Page for your medical practice. You can hire a professional ( recommended ) or do it yourself.  Professionals who are certified advertising professionals will produce better results for you.

Summary for Online Success For Doctors

These 6 steps are proven to add value for hundreds of medical practices. There are many other steps you can take to further improve your strategy. Monthly Email Marketing is another strategy, among many others.  Contact us so we can help you and view details GOLD package here. is a certified premier google partner for healthcare.

To learn about Website Strategies and Website Examples for Doctors & Medical Clinics, please go here.

To learn about How Much Do Doctors Spend On Advertising, please go here.

To learn about Search Engine Optimization for Doctors & Medical Clinics, please go here.

To learn about Pay Per Click PPC Advertising for Doctors & Medical Clinics, please go here.

To learn about Content Marketing Strategies for Doctors & Medical Clinics, please go here.

To learn about GOLD Package Marketing for Doctors & Medical Clinics, please go here.