The new-patient system, already built.
You just turn it on.
A quiz funnel that qualifies people before they reach your front desk, and eight systems that answer them in 60 seconds, book them, and refill the slots that cancel. HIPAA-eligible with a signed BAA. Live in under a week.
Which service brought you here today?
Founding 50 — $97/month, locked for as long as you stay subscribed.
Regular price $197/month. Founding price is non-transferable and ends if the subscription lapses.
Most practices don't have a lead problem.
They have a response problem, a qualifying problem, and an empty-chair problem — and no time to fix any of them during a clinic day.
Everyone who fills out a form is not a patient.
Wrong insurance, wrong service, wrong state. Your front desk finds out twenty minutes into a phone call.
You're in session six hours a day.
A call that goes to voicemail is a new patient calling the next practice on the list. Most never call back.
The waitlist nobody has time to text.
A Tuesday cancellation is revenue that doesn't return, and the people who would have taken that slot are sitting in a spreadsheet.
A quiz does the qualifying before you pick up the phone.
Instead of a contact form that anyone can fill out, prospective patients answer four to six questions built around your specialty. By the time they reach your schedule, you already know what service they want, whether their insurance fits, and how soon they can come in. The ones who don't fit never reach your front desk.
- Built for your specialty, not a generic template
- Routes people by service, payer, and urgency
- Qualified inquiries go straight to your calendar
- Everyone else gets an honest answer without a phone call
- Every question is designed to route, never to diagnose
How soon are you hoping to come in?
Three specialties. Three funnels. Same engine.
Built for peds speech, myofunctional therapy, feeding, and teletherapy.
“Who is this evaluation for?”
“Which state are you located in?”
“How would you like to pay for services?”
Built for individual, group, and telehealth practices.
“Are you looking for yourself or someone else?”
“In person or virtual?”
“Which insurance would you be using?”
Built for general practice, decompression, sports, and prenatal.
“Which service brought you here today?”
“Have you seen a chiropractor before?”
“How soon are you hoping to come in?”
Each funnel ships with its own custom fields, workflows, follow-up sequences, and ad scripts. Nothing is built from scratch.
Eight systems running while you're in session.
60-Second Response
Every quiz completion gets a text and email within a minute, then a five-touch sequence that stops the moment they reply or book.
Missed-Call Rescue
A text goes out within 60 seconds of any missed call, so they're talking to you instead of the next practice on their list.
Chair Filler
A cancellation texts your waitlist, filtered to people who wanted that day and time. First to reply gets the slot.
Show-Rate Reminders
Confirmations, a reminder ladder, and an automatic rebooking offer when someone doesn't show.
Patient Recall
Re-evaluations, lapsed patients, and seasonal campaigns that go out without you remembering to send them.
Review Engine
Review requests after a milestone visit, gated so unhappy patients reach you privately instead of Google.
Referral Tracker
Every referring provider in one pipeline, with an alert when a source goes quiet.
Hiring Funnel
Applicant intake and screening, because most practices in these three specialties are short-staffed.
HIPAA-eligible at every price. Not an upsell.
Most software at this price won't sign a Business Associate Agreement. We sign one with every practice at signup — it's part of checkout, not something you have to ask for.
Executed during checkout and logged, on every plan.
Explicit opt-in on every contact, STOP honored automatically, campaigns registered under 10DLC.
Nothing sends before 8am or after 8pm in the recipient's time zone.
There is no diagnosis, note, or treatment field anywhere in the product. Your EMR does that job.
We don't want to be your EMR, and we don't run your ads.
Caseloadflow stores no clinical notes, no treatment plans, and no billing records. Your EMR does that and does it well. And we don't manage advertising — you get the funnel and the systems, built and working, and you run traffic to them yourself or you don't. What we sell is the machine, not the driving.
- Clinical notes
- Treatment plans
- Billing and claims
- Patient portal
- Specialty Funnel and qualifying
- New inquiry follow-up
- Waitlist and cancellations
- Reminders and recall
- Reviews
- Referral sources
Live in under a week.
Pick your specialty
We load the Specialty Funnel and systems built for speech, mental health, or chiropractic.
We set it up with you
One call. Your practice number, your booking link, your services and payers. We handle SMS carrier registration and execute your BAA.
Turn it on
Send traffic from anywhere: ads, your website, your Google profile, a QR code in the lobby.
$97 a month for the first 50 practices.
Everything included — the Specialty Funnel, all eight systems, HIPAA infrastructure, and a signed BAA. Locked for as long as you stay subscribed. Regular price is $197. One-time setup and activation is $97 for founding members, $197 after.
Claim one of the 50.
A 15-minute call. We'll show you the funnel for your specialty running live and tell you honestly whether it fits your practice.