Custom Automation for Health & Wellness Clinics
Same Clinic. Same Team. Half the Front-Desk Chaos.
Lead replies, intake forms, recalls, and review asks — stop swallowing your front desk. You keep treating clients; we kill the noise.
Real Numbers, Real Wins
What We've Returned to Clinics Like Yours
Real numbers from real engagements. Hours back, dollars recaptured, capacity unlocked.
*Based on a 25-employee firm: 2 hours saved per day × 250 working days = 12,500+ hours/year. Cycle reduction measured at 2 hours → 30 minutes per repetitive task.
How Automation Works in Your Clinic
From wiring around your existing booking system to building custom flows from scratch. Whatever saves your front desk the most time.
Lead Capture and First-Response
Web forms, Instagram DMs, missed calls, and Google ads all funnel into one inbox. Every lead gets an instant text reply and a booking link before they go cold.
Booking and Confirmation Flows
Self-serve booking links, smart pre-visit instructions, and confirmation sequences. Patients show up prepared, your front desk stops playing phone tag.
No-Show Recovery and Recall
If a patient cancels or no-shows, they get an automated rebook flow. If they are due back at 30, 60, or 90 days, the recall fires on schedule with a one-tap rebook link.
Reviews, Referrals, and Social Proof
Post-visit, satisfied clients get a direct Google review link. Referral incentives go out automatically when they hit a milestone (3rd visit, package complete, etc.).
Intake Forms and Document Chasing
Pre-visit intake forms get sent the moment a booking is made. Missing forms trigger gentle reminders so you never start a session waiting on paperwork again.
Whatever Else Is Eating Your Time
If your team is doing it repeatedly and it follows a pattern, we can probably automate it. Membership renewals, package tracking, deposit collection, post-treatment care sequences. We scope custom workflows during the audit.
What We've Built
A line-up of systems and features we've shipped to real platforms.
Fully Custom CRM
Internal SystemA complete CRM built from scratch handling outreach, qualification, post-sale, and signed contracts in one platform.
- Outreach runs itself, leads land warm and ready
- Hottest leads automatically surfaced first, nothing slips
- Post-sale: contracts, quotes, projects, payments handled
- Legally-binding signatures collected without a third party
- One unified workspace, no SaaS stack required
Replaced a stack of SaaS subscriptions with one system running the entire client lifecycle.
Enterprise Salesforce Build
Client ProjectA full CRM migration and automation build for a 25-person accounting firm, consolidating ten disconnected systems into one.
- Ten disconnected systems collapsed into one workspace
- Client outreach and task tracking running on autopilot
- Documents standardized and brand-consistent across the firm
- Bookkeeping, admin, and client services finally connected
- Hours reclaimed daily across every team and role
Hours reclaimed daily across every team. Operations unified across bookkeeping, admin, and client services.
Self-Driving Bookkeeping Pipeline
Client ProjectAn automated pipeline that handles daily bookkeeping for an accounting firm overnight, with zero manual data entry required.
- Daily bookkeeping runs automatically before the team arrives
- Dashboard triggers actions inside the books on demand
- Works directly inside their existing accounting software
- Exceptions surfaced for review, the rest handled silently
- Replaced an entire manual data-entry workflow end-to-end
What used to take hours per client every single day now happens overnight, completely hands-off.
Live Customer-Voice Engine
Internal SystemPulls real customer language straight from the wild on demand, surfacing what your buyers actually say about their problems.
- Real customer voices surfaced on demand by industry
- Hundreds of authentic complaints pulled in minutes
- Cuts guesswork from every headline and email
- Filters down to the exact pain you're targeting
- Results flow into the next step of the workflow
Hundreds of unfiltered customer complaints per industry, in their own words. Guesswork eliminated.
Custom E-Signature Platform
FeatureA self-built signing platform that lets clients sign legally-binding documents inside your branded experience.
- Documents drafted and sent without leaving your platform
- Audit trail captures every viewer, scroll, and signature
- Tamper-evident certificate of completion on every signed doc
- Legally compliant and enforceable out of the box
- Branded signing experience clients see, not a third party
Signed contracts collected without paying for DocuSign, on a branded experience clients trust.
In-Site Billing & Payments
FeatureInvoices, checkout, and recurring billing built directly into the website — no redirect to a generic payment page.
- Invoices generated and sent without leaving the site
- Customer payment pages branded to match exactly
- Subscriptions, one-time charges, and partial payments
- Auto-reconciliation back into the books
- Failed-payment retry and dunning flows built in
Customers pay on-brand, on-site. Conversions stop bleeding at the third-party redirect.
Custom Ad-Campaign Tracker
FeatureA branded ad-performance dashboard that pulls every channel into one view with real revenue and ROAS attribution.
- Every ad platform pulled into one unified dashboard
- Real-time spend, impressions, clicks, and conversions
- ROAS calculated against actual revenue numbers
- Per-campaign and per-channel drill-down views
- Built into your existing admin panel, on-brand
Quarterly ad reports go from spreadsheet rebuilds to a single refresh button.
Custom Workflow Engine
FeatureRun anything across your tools from one custom admin panel — no Zapier, no spreadsheets, no platform switching.
- Wires into any external API across your tool stack
- Trigger workflows manually or on a schedule
- Approval gates and human-in-the-loop checkpoints
- Full audit log of every run, every action, every result
- Custom UI in your admin panel, not a generic tool
A Zapier-and-spreadsheets stack replaced with one cohesive tool the team actually wants to use.
Bespoke Marketing Websites
Client ProjectCustom-coded marketing sites built from scratch with the brand, animation, and conversion logic the team actually wants — not a Wix template.
- Hand-coded from scratch — no Wix, Squarespace, or template lock-in
- Brand identity baked in: typography, motion, voice, color, the works
- Built for SEO and Core Web Vitals from the first commit
- Multi-page architecture with industry-specific landing pages
- Lives on your domain, hosted on infrastructure you can move freely
Brand-true sites that load fast, rank in search, and convert visitors into booked calls without paying a SaaS website builder forever.
Fully Custom CRM
Internal SystemA complete CRM built from scratch handling outreach, qualification, post-sale, and signed contracts in one platform.
- Outreach runs itself, leads land warm and ready
- Hottest leads automatically surfaced first, nothing slips
- Post-sale: contracts, quotes, projects, payments handled
- Legally-binding signatures collected without a third party
- One unified workspace, no SaaS stack required
Replaced a stack of SaaS subscriptions with one system running the entire client lifecycle.
Enterprise Salesforce Build
Client ProjectA full CRM migration and automation build for a 25-person accounting firm, consolidating ten disconnected systems into one.
- Ten disconnected systems collapsed into one workspace
- Client outreach and task tracking running on autopilot
- Documents standardized and brand-consistent across the firm
- Bookkeeping, admin, and client services finally connected
- Hours reclaimed daily across every team and role
Hours reclaimed daily across every team. Operations unified across bookkeeping, admin, and client services.
Self-Driving Bookkeeping Pipeline
Client ProjectAn automated pipeline that handles daily bookkeeping for an accounting firm overnight, with zero manual data entry required.
- Daily bookkeeping runs automatically before the team arrives
- Dashboard triggers actions inside the books on demand
- Works directly inside their existing accounting software
- Exceptions surfaced for review, the rest handled silently
- Replaced an entire manual data-entry workflow end-to-end
What used to take hours per client every single day now happens overnight, completely hands-off.
Live Customer-Voice Engine
Internal SystemPulls real customer language straight from the wild on demand, surfacing what your buyers actually say about their problems.
- Real customer voices surfaced on demand by industry
- Hundreds of authentic complaints pulled in minutes
- Cuts guesswork from every headline and email
- Filters down to the exact pain you're targeting
- Results flow into the next step of the workflow
Hundreds of unfiltered customer complaints per industry, in their own words. Guesswork eliminated.
Custom E-Signature Platform
FeatureA self-built signing platform that lets clients sign legally-binding documents inside your branded experience.
- Documents drafted and sent without leaving your platform
- Audit trail captures every viewer, scroll, and signature
- Tamper-evident certificate of completion on every signed doc
- Legally compliant and enforceable out of the box
- Branded signing experience clients see, not a third party
Signed contracts collected without paying for DocuSign, on a branded experience clients trust.
In-Site Billing & Payments
FeatureInvoices, checkout, and recurring billing built directly into the website — no redirect to a generic payment page.
- Invoices generated and sent without leaving the site
- Customer payment pages branded to match exactly
- Subscriptions, one-time charges, and partial payments
- Auto-reconciliation back into the books
- Failed-payment retry and dunning flows built in
Customers pay on-brand, on-site. Conversions stop bleeding at the third-party redirect.
Custom Ad-Campaign Tracker
FeatureA branded ad-performance dashboard that pulls every channel into one view with real revenue and ROAS attribution.
- Every ad platform pulled into one unified dashboard
- Real-time spend, impressions, clicks, and conversions
- ROAS calculated against actual revenue numbers
- Per-campaign and per-channel drill-down views
- Built into your existing admin panel, on-brand
Quarterly ad reports go from spreadsheet rebuilds to a single refresh button.
Custom Workflow Engine
FeatureRun anything across your tools from one custom admin panel — no Zapier, no spreadsheets, no platform switching.
- Wires into any external API across your tool stack
- Trigger workflows manually or on a schedule
- Approval gates and human-in-the-loop checkpoints
- Full audit log of every run, every action, every result
- Custom UI in your admin panel, not a generic tool
A Zapier-and-spreadsheets stack replaced with one cohesive tool the team actually wants to use.
Bespoke Marketing Websites
Client ProjectCustom-coded marketing sites built from scratch with the brand, animation, and conversion logic the team actually wants — not a Wix template.
- Hand-coded from scratch — no Wix, Squarespace, or template lock-in
- Brand identity baked in: typography, motion, voice, color, the works
- Built for SEO and Core Web Vitals from the first commit
- Multi-page architecture with industry-specific landing pages
- Lives on your domain, hosted on infrastructure you can move freely
Brand-true sites that load fast, rank in search, and convert visitors into booked calls without paying a SaaS website builder forever.
Questions Clinics Ask Us
We design our automations to avoid touching PHI when possible. Lead capture, booking, recall, review collection, and marketing flows can all run without ever pulling clinical data. When PHI is involved, we use HIPAA-compliant tools and sign a BAA. We will be upfront about what touches PHI and what does not.
No. We work with what you have. Vagaro, Mindbody, Jane App, SimplePractice, IntakeQ, Mangomint, Boulevard, Cliniko. Most clinics keep their core system and we wire automation around it. If your current setup is the bottleneck, we can replace pieces of it.
After a visit is marked complete, the patient or client gets a text or email with a direct link to leave a Google review. It is timed for when satisfaction is highest. You can exclude specific clients or visit types if you want to.
We build automated reminder sequences before the visit, no-show recovery flows after, and recall flows for clients due back at 30, 60, or 90 days. The front desk stops chasing and starts confirming.
Yes. Web form leads, Instagram DMs, missed calls, and Google form fills can all funnel into one inbox with auto-replies and booking links. Your front desk stops switching between five tabs.
Pilots go live within 30 days. Recall and review automations show measurable lift in the first 60 days. Lead-to-book conversion improvements usually show up by week 2.
We Work With Your Tools or Build You Better Ones
We can automate around your existing software or build custom tools when off the shelf doesn't cut it. Either way, your team saves time.
Don't see your tool? If it has email, an API, or exports data, we can work with it.
Ready to Get Your Front Desk Back?
Book a free 30 minute discovery call. We'll map your biggest workflow bottleneck and tell you exactly how much time and revenue you can recover.
Based in Miami. Serving health and wellness clinics nationwide.