A funnel that qualifies, and eight systems that follow up.
Everything below is pre-built for your specialty and configured on one call. None of it needs you to log in during a clinic day.
Step one: qualify before you answer the phone.
A prospective patient lands on your quiz instead of a contact form. Four to six questions, written for your specialty, routing them by service, payer, location, and how soon they want to be seen.
People who fit get your calendar. People who don't get a straight answer and a referral suggestion, without occupying twenty minutes of your front desk's afternoon.
- A quiz funnel built for speech, mental health, or chiropractic
- Custom fields and routing logic already configured
- A results page that books qualified people straight into your calendar
- Ad scripts and creative angles written for your specialty
- A landing page that matches your practice, not a generic template
Which service brought you here today?
Answered before they open a second tab.
Every quiz completion gets a text and an email within a minute, with a link to book.
A five-touch sequence follows over the next week and stops the moment they reply or book. Nobody gets chased after they've answered.
- 1Quiz completed
- 2Text and email within 60 seconds
- 3Follow-ups at 30 minutes, 4 hours, day 1, day 3
- 4Sequence ends on any reply
Quiz completed
T+0
Text + email sent
Within 60 seconds
Touch 2
30 minutes
Touch 3
4 hours
Touch 4
Day 1
Touch 5
Day 3
Sequence ends
On reply or booking
Incoming call
Rings out
Missed
No voicemail left
Auto text sent
Within 60 seconds
Reply captured
One inbox
The call you couldn't take, answered anyway.
You're with a patient. The phone rings out. Most people who reach a practice's voicemail don't leave one — they call the next name on the list.
Caseloadflow texts them back within a minute from your practice number.
- 1Call goes unanswered
- 2Text sends within 60 seconds
- 3Reply lands in one inbox
- 4You get an alert on your phone
Your waitlist, actually worked.
When an appointment cancels, the people on your waitlist who wanted that day and that time get a text. Not everyone — only the ones it fits.
First to reply gets it. Everyone else is told the slot is taken and that they're still on the list.
- 1Appointment cancels
- 2You confirm with one tap
- 3Matched waitlist gets a text
- 4First reply routes to you to confirm
Confirmation
On booking
Reminder 1
24 hours before
Reminder 2
2 hours before
Reminder 3
15 minutes before
No-show offer
10 minutes after
Rebooking follow-up
Day 1 + Day 3
Fewer empty slots to refill in the first place.
Confirmation on booking, then a reminder ladder before the appointment.
If someone doesn't show, the rebooking offer goes out ten minutes later instead of three days later.
- 1Confirmation on booking
- 2Reminders at 24 hours, 2 hours, 15 minutes
- 3No-show triggers a rebooking offer
- 4Follow-up day 1 and day 3
The follow-up you meant to send in August.
Re-evaluations, patients who've drifted, and seasonal campaigns — scheduled in advance, sent without you remembering.
You approve them once. They run every year.
- 1Recall dates tracked automatically
- 2Outreach starts 30 days out
- 3Lapsed patients flagged after three weeks
- 4Seasonal campaigns on a set calendar
Recall date tracked
Automatic
Outreach begins
30 days out
Lapsed patient flagged
After 3 weeks
Seasonal campaign
Set calendar
Runs every year
Approved once
Milestone visit
Triggers request
Rating request sent
Short survey
High rating
Gets Google link
Lower rating
Routes to you privately
Closed loop
Gated, not public
Reputation and referrals, both on a schedule.
Review requests go out after a milestone visit, not at random.
They're gated — happy patients get your Google link, everyone else reaches you privately first.
- 1Milestone visit completed
- 2Short rating request sent
- 3High ratings get your Google link
- 4Lower ratings route privately to you
Every referring provider, in one pipeline.
Every referring provider sits in one pipeline with a count of what they've sent and when they last sent it.
Thank-you touches go out automatically. When a source stops referring, you find out in weeks instead of next year.
- 1New patient tags their referral source
- 2Provider record updates
- 3Quarterly touch sequence runs
- 4Alert when a source goes 90 days quiet
New patient
Tags referral source
Provider record
Count + last sent
Thank-you touch
Automatic
Quarterly sequence
Runs on schedule
Quiet alert
After 90 days
Application
Submitted
Instant text
With screening link
Follow-up
1 hour, day 1, day 3
Hiring pipeline
Moves forward
Good applicants get hired by whoever answers first.
Most practices in these three specialties are short-staffed, and good applicants get hired by whoever answers first.
Applications route into their own pipeline with the same speed-to-lead follow-up your patients get.
- 1Application submitted
- 2Instant text with a screening link
- 3Follow-ups at 1 hour, day 1, day 3
- 4Candidate moves through the hiring pipeline
One call to turn it on.
Bring your practice number, your booking link, your services and payers. We configure it with you, register your SMS with the carriers, and execute your BAA. Founding members get setup for $97 instead of $197.