A unified patient acquisition and lifecycle marketing infrastructure — built to capture leads faster, respond automatically, and connect your marketing systems with your clinical systems.
Right now, your patient acquisition ecosystem works — but it doesn't work together. New leads are entering through multiple channels. Communications are fragmented across platforms. Follow-up is inconsistent. Reporting is difficult. And upcoming operational changes, including the future transition from ChARM EHR to Healthie, create an opportunity to establish a stronger foundation before complexity compounds.
This is not simply a CRM migration.
This is the creation of a unified patient acquisition and lifecycle marketing infrastructure designed to:
During discovery, several themes emerged consistently.
Leads enter from Meta Ads, Google Ads, referrals, events, and other sources, but management across channels lacks consistency and visibility.
Email and SMS communications currently exist across multiple systems, making it difficult to create cohesive patient journeys and automate follow-up effectively.
Post-booking communication, nurture sequences, and long-term follow-up workflows currently require significant manual effort and leave room for leads to disengage.
The planned transition from ChARM EHR to Healthie creates an opportunity to design an infrastructure that supports today's operations while preparing for tomorrow's clinical workflow.
Once a lead becomes a patient, there is substantial future opportunity to build automated journeys for retention, reactivation, cross-sell, and long-term patient engagement.
Given the scope of the opportunity, we recommend a three-phase implementation roadmap.
Addresses the highest-impact needs immediately and creates the foundation for future growth.
Starts nowA dedicated transition project focused on operational continuity.
Scoped when timing is finalizedShift attention toward maximizing patient lifetime value.
After acquisition is stabilizedThis phase addresses the highest-impact needs immediately and creates the foundation for future growth. Included deliverables:
Implementation of your centralized patient acquisition and communication infrastructure, including:
Migration of existing lead and opportunity data into the new environment, including:
Creation of a two-way connection between patient acquisition systems and ChARM EHR Health, including:
Recreation and optimization of your existing onboarding process, including:
Review and preservation of existing healthcare-compliant attribution systems, including:
Creation of a complete lead response and nurture system, including:
Although advanced lifecycle marketing is scheduled for a future phase, the infrastructure created in Phase 1 will support future segmentation and automation from day one. This includes foundational architecture for:
Once Healthie implementation timing is finalized, we recommend a dedicated transition project focused on operational continuity.
Once patient acquisition infrastructure and Healthie workflows are stabilized, attention can shift toward maximizing patient lifetime value. Potential initiatives include:
Building dynamic patient audiences for targeted communication.
Introducing relevant services based on patient history and interests.
Guiding patients toward higher-value treatment opportunities.
Re-engaging dormant patients through automated outreach.
Customized communication tracks based on patient interests and treatment pathways.
Ongoing Support is based on a combination of implementation complexity and desired level of involvement. Typical range shown above.
The following items were identified during discovery but are intentionally excluded from Phase 1 until additional requirements are clarified.
Current environment includes JustCall.
Current support workflows utilize Zoho Desk.
Review this proposal internally and identify any questions or revisions.
Approve Phase 1 implementation and execute project agreement.
Kickoff workshop and technical discovery.
Begin migration, integration, and automation deployment.
Launch your new patient acquisition infrastructure and begin operating from a unified growth platform.
You'll have a centralized patient acquisition system that captures leads faster, responds automatically, tracks performance accurately, connects with your clinical systems, and lays the foundation for lifecycle marketing across every stage of the patient journey.