Every patient conversation in one inbox.
Leads in a spreadsheet, texts on someone's personal phone, bookings in a separate calendar, and payments somewhere else entirely. That is how patients get lost, and it is how nobody can tell you what a booked patient actually costs. We build the CRM, connect the pieces, and test the whole chain before a single ad runs.
What gets built
A CRM is only useful if everything actually arrives in it. Very little of the work happens in configuration screens. Most of it is plumbing between your ads, your funnel, your calendar, and whichever platform your patients pay through.
Unified inbox
Calls, SMS, email, and web chat land in one place, with full conversation history against each patient record. Your team stops working from personal phones and nothing depends on one person's memory.
Pipelines and calendars
Patient stages configured to how your clinic actually operates, with booking calendars wired to the right providers and availability. Every booking creates a record automatically.
Automation workflows
Follow-up, reminders, reactivation, and internal notifications built as workflows rather than tasks someone has to remember. Simple triggers with clear exit conditions, not a maze nobody can debug six months later.
Provider and payment integrations
Webhooks from your telehealth platform or checkout so purchases, new patients, and abandoned orders arrive in the CRM as events. This is what makes the patient count real instead of estimated.
What a connected system gives you
for calls, texts, email, and web chat
tracking from ad click to paid patient
the account, the data, and the patient list
Integration scope depends on your telehealth provider. Some platforms expose full webhook events, others expose very little, and we confirm what is available before promising a specific patient counter.
The guarantee
CRM setup is part of the ScaleClinics build rather than a separate invoice. We agree on a booked-patient number on the strategy call, and if we miss it in 90 days we keep working free until we hit it. The tracking built here is what makes that number countable by both sides.
“Settle how you are going to count a paying patient before the ads launch, not after. We have watched clinics burn a month of a guarantee window arguing about a number nobody instrumented.”
Built for clinics running on spreadsheets and goodwill
The clinics that need this most are usually the ones doing well enough that the cracks are expensive. Patient volume has outgrown the tools, one person is holding the process in their head, and nobody can answer what a booked patient costs.
You own the account and the data. We build inside your instance, document what we built, and hand over access. If we part ways, the system and the patient list stay with you, which is the opposite of how most agency retainers are structured.
Clinic CRM setup, answered
What CRM do you build clinics on?
We build on GoHighLevel, configured as a dedicated sub-account for your clinic. It carries the unified inbox, pipelines, calendars, SMS and email, and the automation layer in one system, which avoids stitching four tools together. You own the sub-account and the data inside it.
Will the CRM connect to my telehealth platform?
In most cases yes, through webhooks from the provider platform into a receiver we build. We have shipped integrations across several of the major telehealth prescribing platforms. What varies is which events a given provider exposes. Some send new patient, purchase, and abandoned session events; others send almost nothing. We confirm what is actually available before we design the patient counter around it.
Is a marketing CRM HIPAA compliant for a clinic?
It depends on the plan tier and whether a Business Associate Agreement is in place, and it depends heavily on what data you route through it. The practical approach is to keep protected health information out of the marketing stack wherever possible and confine it to your EMR, then execute a BAA covering the systems that do touch it. We raise this during onboarding rather than after, because retrofitting it is far more expensive than scoping it correctly at the start.
Who owns the CRM account and the patient data?
You do. The sub-account is yours, the patient list is yours, and we document the build so your team or another provider can maintain it. Nothing about the setup holds your data hostage. Access we hold can be revoked at any time without breaking the system.
How long does CRM setup take?
The core build, meaning inbox, pipelines, calendars, and the standard automations, is typically ready within the first week or two of onboarding. The variable is A2P 10DLC registration for text messaging and any provider integration, both of which depend on third parties. We start both on day one because they are the usual cause of a delayed launch.
Stop chasing leads.
Start booking patients.
15-minute strategy call. We'll look at how you're getting patients now, tell you what we'd change, and give you a guaranteed patient number for your clinic.
Book your strategy call