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
Analytics & reporting
Know what every dollar did.
If you cannot see the numbers, you cannot find the break. We build live dashboards and monthly reports that tie every lead, source, and campaign to revenue, and our team of data analysts tells you what the numbers mean and what to do next.
How do you know you can't trust your numbers?
Every platform reports its own numbers, and none of them agree.
You judge marketing by leads or bookings, not by revenue.
Newer months always look worse, and nobody can tell whether results are slipping or just have not matured yet.
Nobody knows customer lifetime value or cost per patient by source.
How we do it
Step 1: Fix the data at the source
Consistent tracking, source tagging, and clean records across your CRM, EMR, call tracking, and ad platforms, so the numbers are right before they reach a report.
Step 2: Connect revenue
Visits and purchases pulled from your CRM, EMR, or accounting system and matched to the lead source that started them.
Step 3: Track cohorts, not just months
Each month of leads is followed on its own clock at 30, 60, and 90 days, with forecasts for cohorts still maturing, so a young month is never mistaken for a weak one.
Step 4: Analyze and advise
A dedicated team of data analysts reviews the numbers with you and turns them into decisions on budget, offers, and staffing.
What we build
- Live dashboards for owners, managers, and marketers
- Monthly performance reports
- Cohort tracking at 30, 60, and 90 days, with forecasts and likely ranges
- New patients, consults, and revenue by lead source
- Channel economics: cost per lead, per consult, and per new customer
- Lifetime value, ideal customer profiles, and revenue forecasting
Tools we often use
- Google Analytics
- Microsoft Excel
- Google Sheets
- HubSpot
- Keap
- CallRail
- QuickBooks
And whatever else solves the problem. We are not tied to any one platform.
The work behind it
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
- Nearly 70,000
- leads captured to date
Questions we hear
What does a monthly report from CaptaFlow include?
For a clinic like Innovation Health: the month at a glance (contacts, valid leads, consults, new patients, ad spend, cost per lead), new patients by source, cohort maturation from lead to consult and lead to patient at 30, 60, and 90 days, value per patient, revenue progression for every lead source, and channel economics for each ad platform. Figures are reconciled to the underlying systems and run about 97% accurate to the available data.
What is cohort tracking, and why does it matter?
A cohort is the group of leads that arrived in one month, followed from each lead's own entry date. High-ticket customers often take weeks to book and buy, so judging a month by the sales that happen inside it makes recent marketing look worse than it is. Cohorts show what each month of spend actually produced.
Do we get live dashboards or monthly reports?
Both, when you need them. Live dashboards answer today's questions; monthly reports, reviewed with our analysts, answer what changed and what to do about it.
Why do our ad platforms and our CRM show different numbers?
Each platform counts differently and takes credit generously. We make your CRM and revenue data the source of truth, then use platform numbers as inputs rather than answers.
Can you pull revenue out of our EMR or practice software?
In many cases, yes. For Innovation Health we connected eClinicalWorks to reporting so marketing is measured in dollars, alongside lifetime value analysis and revenue forecasting.
Where we do this most
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