The Simple System To Get More New Patients
The Simple System to Get More New Patients & Members (Without Drowning in "Marketing")
Most wellness businesses lose 40% of their leads before anyone picks up the phone. Not because the marketing is bad. Because the follow-up is broken, the nurture doesn't exist, and booked appointments ghost. Here's the unsexy fix.
I've watched clinics burn $10K/month on ads while their front desk let leads sit for 3 days. The ads weren't the problem.
It's because new patient growth isn't a marketing problem — it's a boring problem. Which means it's fixable.
Most practices don't need more tactics. They need a conversion process that's easy to run, easy to measure, and doesn't turn the owner into the analytics intern.
This is the boring work that prints money. Here's the framework.
The Real Problem: Revenue Leaks in Three Places
Before we talk strategy, let's call the shots:
Most practices lose money in three boring (but brutal) spots:
- Trust is weak before the first call
- Leads aren't followed up fast enough
- Booked appointments don't show up
That's it. That's the list.
The goal isn't "do more marketing." The goal is to stop the leaks and own a system that increases booked consults and show rates — because that's what creates revenue. Stop renting your growth from agencies. Own the pipeline.
Leads leak everywhere.
One direction — straight up.
Pick a Single Source of Truth (So Measurement Actually Happens)
If measurement lives in 9 places, it lives in zero places.
You need one "hub" where every lead goes.
Your Options
Best: A simple CRM pipeline (HubSpot, HighLevel, Pipedrive, etc.)
Minimum viable: One Google Sheet scoreboard
Either one is fine as long as it's consistent.
Pipeline Stages Should Be Simple
If a lead isn't in the pipeline, it didn't exist.
Stop Making the Owner Measure Everything
Owners don't need dashboards. They need decisions.
So we assign measurement by role — and keep it light.
The owner only tracks the scoreboard:
- New leads
- Booked consults
- Show rate
- Close rate
- Cost per acquisition (or spend per new patient/member)
- New patient/member revenue (or count if revenue is hard)
This role protects revenue from lead leakage:
- Speed-to-lead (how fast we respond)
- Contact rate (did we reach them?)
- Booked rate
- No-show rate
- Reason lost (price, timing, not a fit, no response)
This role improves lead quality and conversion points:
- Lead source by channel (Google, Meta, IG, referrals)
- Cost per lead
- Landing page conversion rate
- Ad + content performance
- DM keyword performance (if used)
If the practice doesn't have a marketing person, this is where we step in — but the system stays yours. You own it. That's the point.
Install the "Nurture → Trigger → CTA → Track" Loop
This is the part most businesses skip — and it's the difference between leads and booked appointments.
1) Pre-visit Nurturing
The goal is simple: move someone from curious → committed.
The content doesn't need to be fancy. It needs to be clear:
- What happens on visit #1
- What results you typically create
- Who you're best for
- What it costs / what to expect
- Proof (stories, outcomes, testimonials)
2) CTA at the Right Time
Most wellness brands only have one CTA: "Book now."
That's like proposing on the first date.
We use a CTA ladder:
Then we push the booking CTA when someone shows buying signals:
- They viewed pricing
- They watched the process video
- They clicked "book" but didn't schedule
- They DM'd or filled out a quiz
3) Track the One Thing That Matters
You don't need perfect attribution. You need direction.
One question on your intake form: "How did you hear about us?"
Track the answers weekly. That's it. Now you know what's working.
The 2-Phase Rollout (So It Doesn't Feel Like a Second Job)
Stop the Bleeding
Week 1–2- Create the pipeline stages
- Define response time rules (lead SLA)
- Install a basic nurture flow (text/email)
- Weekly 15-minute review: what broke + what we fix
Make It Predictable
Week 3–6- Tighten CTA ladder
- Improve scheduling flow + reduce no-shows
- Train front desk follow-up scripts
- Start testing content + ads based on pipeline results
This Isn't Marketing. It's the Unsexy Stuff That Actually Makes Money.
When owners say "we need marketing," what they really mean is:
"We need a system that consistently turns interest into appointments and revenue."
That's operations. And operations is where boring businesses become cash machines.
If Your No-Show Rate Is Above 20%, We Should Talk.
Medspa, PT/chiro, functional medicine, studio fitness, coaching — doesn't matter. If leads are leaking, we'll find where and fix it. Own your pipeline like you own your practice.
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