HIPAA-compliant marketing automation, built and operated.
Most practices run a dozen tools that do not talk to each other, with a coordinator acting as the integration layer. We build the healthcare marketing automation that removes those handoffs: patient journeys, consent handling, follow-up and no-show recovery, wired across the systems you already run rather than replacing them.
Available to practices across the United States and Canada.
What is workflow automation in a clinic?
It means removing the points in a clinic where revenue depends on somebody remembering at the right moment. The failure is silent, which is why it persists: nothing in a monthly report shows a step that did not happen, so the practice sees a lead marked no response rather than a handoff that was dropped. The automations worth building are unglamorous. An enquiry reaching a named owner with its source still attached. Follow-up that continues past the first attempt rather than stopping there. The consultation outcome recorded rather than remembered. The treatment value written back so marketing spend can finally be measured against it. A useful test for whether a step should be automated is whether it currently relies on a person acting at a specific moment. Those are the steps that break first when volume rises or a coordinator leaves.
How this actually works.
Built inside your stack
Your CRM, calendar, messaging and billing. Nothing gets rebuilt inside a walled garden you cannot leave.
Documented, not magic
Every workflow is written down: what triggers it, what it does, where the data lands.
Reversible
Anything automated can be switched off. No proprietary black boxes and no hostage data.
Measured
Every automation has a target: response time, no-show rate, admin hours saved. If it moves none of them, it goes.
What people ask before buying this.
Will this replace staff?
In practice it removes the tasks people hate and gives the hours back to patient-facing work. We will not pitch it as a headcount cut.
What happens if it breaks?
It is documented and monitored, and the manual path still exists. Nothing is automated to the point where a failure stops the clinic.
What makes marketing automation HIPAA compliant?
Three things. Protected health information stays inside infrastructure covered by a Business Associate Agreement, which includes your email, SMS and analytics vendors. Consent is captured and honoured at every touch rather than assumed. And anything leaving for a non-covered system, an advertising platform in particular, carries no identifiers. The platform matters less than how it is configured.
Which automation platforms do you work with?
Whatever is already in place, in most cases. The common healthcare stacks are HubSpot, ActiveCampaign, Salesforce and the automation modules inside practice systems such as PatientNow, Pabau and Zenoti. Replacing a working platform is rarely the fix. The gap is usually between platforms rather than inside one.
Do you work with practices in the United States and Canada?
Yes. The work is remote and the systems are cloud-based, so the engagement runs the same way it would for a practice down the road. Calls are scheduled in your timezone. Where a project needs someone physically present, which is rare outside production work, we say so before it starts rather than after.
How does HIPAA affect what you do?
It shapes the design rather than sitting on top of it. Advertising platforms are not HIPAA compliant and are treated as non-HIPAA third parties, so the measurement is built so protected health information never reaches them. Where an engagement requires access to PHI, a Business Associate Agreement is executed before work begins.
What does an engagement cost?
Most start with a fixed-fee diagnostic lasting about ten days, which sizes every gap in booked treatments and produces a roadmap you keep whether or not the work continues. Ongoing engagements sit in the range US practices will recognise for healthcare growth retainers. Pricing is on the plans page and is not quoted by number of hours.
This works hardest with the pieces around it.
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Open →Is this the piece you are missing?
Thirty minutes and rough numbers is enough for an honest read, including when the answer is that you do not need this.