Riverbend Community Clinic · new-patient enquiries
Business Automation
Follow one website enquiry all the way through to a kept appointment and a review request — across the front desk's real tools. Trigger each step to see the record move without anyone copying it by hand, then look at what a month of this actually saves.
Illustrative simulation · Riverbend Community Clinic is fictional · all people, data, and messages are simulated
A Tuesday at the front desk, before
9:14am A website enquiry sits in an inbox for two hours before anyone sees it.
11:40am The front desk manually retypes the patient's info into the clinic's CRM — sometimes with a typo.
12:05pm No one sends a confirmation, so the patient calls to ask if it went through.
2:30pm The intake form is emailed as a PDF attachment; half of patients never open it.
Day before No reminder goes out. Two patients no-show. Their slots sit empty.
After the visit No one asks for a review. Good visits go unrecorded; the one bad one gets posted online.
The same Tuesday, after
Instantly The enquiry becomes a tagged CRM lead the moment the form is submitted — no retyping, no typos.
Within seconds The patient gets a confirmation and a secure digital intake link, not a PDF.
Same minute A provisional slot is held and the assigned staff member is notified.
Day before the visit An automatic SMS reminder goes out, with a one-tap confirm or reschedule.
After the visit A review request goes out automatically to patients who confirmed and were seen.
Every step logged in one place, so front desk staff can see exactly where any patient is without asking around.
Run it yourself
WebsiteContact form
Name, reason for visit, preferred time.
CRMLead created
Tagged “new patient”, owner assigned by rota.
EmailAuto-reply + intake
Confirmation and secure intake form sent.
CalendarSlot held
Provisional appointment, staff notified.
SMS24hr reminder
One-tap confirm or reschedule link sent.
Follow-upReview request
Sent automatically after a confirmed, completed visit.
Manual steps removed0 of 6
Time to first reply—
Tools holding the record1
Staff minutes saved0
Start with step 1 to submit a simulated enquiry.
Demo initialized with simulated data.
What a month of this looks like
Response time
2–4 hrs→<1 min
Auto-reply fires the instant the form is submitted.
No-show rate
18%→6%
Automatic SMS reminder with one-tap confirm.
Front-desk admin
7 hrs/wk→<1 hr/wk
Re-keying enquiries into the CRM by hand, gone.
Reviews collected
~2/mo→~30/mo
Asked automatically after every completed visit.
What it replaces
Someone checking an inbox and re-typing enquiries into the CRM
Patients calling to ask "did my form go through?"
PDF intake forms that never get opened
Empty slots from no-shows nobody reminded
Good visits that never turn into a review
What runs instead
One connected flow from form to CRM to calendar
An instant, automatic confirmation every time
A digital intake link patients actually open
An SMS reminder with one-tap confirm or reschedule
A review request sent right after a completed visit