A national non-surgical provider network. We built the capture, follow-up, and pipeline behind 35+ provider locations.
- 3,000+
- leads per month at under $15 per lead
- $500K
- Black Friday revenue in under 3 weeks, by re-engaging past leads
Growth systems for specialty clinics.
For clinics where treatment is personal, patients stay for years, and every new one is expensive to earn. We build the capture, follow-up, and EMR-connected systems that turn quiet research into booked consults and long-term patients.
Who this is for
Hormone optimization clinics offering TRT and HRT, peptide and weight management programs, men's health and sexual wellness, regenerative medicine, and multi-location wellness practices serving men and women. Patients research privately, compare clinics, and choose the one that makes them feel comfortable fastest.
Where the funnel breaks, and how we fix it.
01 Attention
What it looks like
Ad platforms restrict health claims and prescription treatments. Campaigns get disapproved, accounts get flagged, and costs climb with no clear line to patients.
What fixing it looks like
LegitScript certification where it makes sense, so you can advertise treatments directly. Where it does not, campaigns built around benefits and outcomes instead of specific medications. Either way, measured by consults booked and dollars earned.
02 Leads
What it looks like
Leads arrive through forms and a lot of phone calls, in mixed quality. Some are ready to book, some are price shopping, and the team cannot tell which is which.
What fixing it looks like
Capture methods that work: candidacy quizzes, special offer forms, and before and after reveal forms, built to raise lead quality as well as volume by qualifying people before your team picks up the phone.
03 Conversations
What it looks like
Inquiries sit overnight, calls go to voicemail, and the only number anyone watches is bookings.
What fixing it looks like
A prompt, discreet text on every inquiry, missed-call text back, and months of respectful follow-up. PhalloFILL has more than 9,000 sales conversations a month this way.
04 Customers
What it looks like
The EMR, the scheduler, and the CRM each hold part of the patient, so nobody knows what a patient is worth or what they are likely to buy next.
What fixing it looks like
Your EMR connected to the CRM, with visit and purchase value pulled out of it, and routing that sends each patient to the right location and the right person.
05 Fans
What it looks like
Patients finish a first protocol and drift. Refills, add-on therapies, and follow-up visits depend on someone remembering.
What fixing it looks like
Extensive post-purchase check-ins, upsell and cross-sell campaigns timed to each treatment plan, and research into your best patients so marketing finds more people like them.
What we build
- Candidacy quizzes, special offer forms, and before and after reveal forms
- Lead qualification and scoring for better lead quality
- Discreet text and email follow-up, including missed-call text back
- CRM pipelines across multiple locations
- EMR integration, including eClinicalWorks, with purchase value pulled into reporting
- Post-purchase check-ins, upsell, and cross-sell campaigns
- Ideal patient profile research and data analysis
- Google Ads and SEO, with a path to LegitScript certification when it fits
The work behind it
A multi-location wellness clinic running the full system today, from EMR-integrated automation to business intelligence.
- 40%
- lead-to-consult, sustained for a full year
- 150%+
- growth in monthly new patients in 8 months
Questions we hear
Can TRT and HRT clinics advertise on Google and Meta?
Often, with limits. Ad platforms restrict prescription treatments and health claims, and LegitScript certification is the path many clinics use to advertise those treatments directly. For clinics that cannot certify, or would rather not invest in it, we build campaigns around benefits and outcomes instead of specific medications, and lean harder on search, capture, and follow-up.
How do you improve lead quality, not just lead volume?
By qualifying people before your team spends time on them. Quizzes and forms collect the details that predict a good patient, leads are scored and routed on those details, and every source is tracked to booked, paying patients, so budget moves toward the leads that turn into revenue rather than the ones that only fill the calendar.
How do you handle patient privacy and HIPAA?
We scope data handling at the start of every healthcare engagement, keep what flows into marketing tools to what the job needs, and limit access to the people who need it. When an engagement involves protected health information, we sign a Business Associate Agreement on request.
Can you integrate with our EMR?
Often, yes. For Innovation Health we integrated eClinicalWorks into lifecycle automation and reporting, including pulling visit and purchase value out of the EMR so marketing is measured in dollars. With other EMRs we start by mapping what the system exposes, then connect what it allows.
We have several locations. Can one system run all of them?
Yes. PhalloFILL, a national non-surgical provider network, runs capture, follow-up, and pipeline across more than 35 provider locations on one system.
What results should a specialty clinic expect?
It depends on where your funnel breaks, and we will not promise numbers before we have seen yours. For reference, Innovation Health, a hormone optimization and wellness clinic serving men and women, held a 40% lead-to-consult rate for a full year and grew monthly new patients by more than 150% in eight months.
Other industries we serve
- Med spas & aestheticsInjectables, body contouring, laser, and skin clinics.
- Insurance agencies & agent networksIndependent agents, agencies, and agent networks.
- Real estate investors & wholesalersWholesalers, land investors, and home buying companies.
- Coaching & education programsHigh-ticket coaching, courses, and education companies.
Where is your funnel breaking?
One call. We will find the stage that is holding you back and tell you honestly what we would do about it.
Book a call or email info@captaflow.com