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Inception Telehealth
Functional Medicine · Telehealth · Gulfport, Mississippi
We built the entire operating system for a brand new telehealth practice from scratch, before they saw their first patient. Here is what it produced.
Total leads captured
6 months
Consult-to-patient conversion
New paying patients enrolled
Staff hours saved per week
Starting From Zero
Inception Telehealth was not a practice that needed fixing. It was a practice that did not exist yet.
No CRM. No automation. No billing infrastructure. No onboarding process. No way to track where leads were coming from or what happened after they arrived. Just a vision, clinical expertise, and the drive to build something real.
We built everything from scratch. Not a patch over something broken. A complete Practice Operating System designed and deployed before a single patient ever enrolled.
The System Architecture
One system. Every touchpoint mapped.
This is the complete automation blueprint we built for Inception Telehealth inside GoHighLevel, from first lead to paid patient to referral.
Full process flow built and deployed before the first patient enrolled
What We Built
Lead Source Intelligence
Before a single campaign went live, we built a tagging architecture inside GHL so every contact was automatically tagged at entry with their exact source. From day one, they had full visibility into which channels were producing leads, consultations, and paying patients.
Instant Engagement and AI Follow-Up
The moment a lead submits an inquiry, an automated SMS and email fires within 60 seconds. For after-hours leads, an AI voice agent calls automatically, qualifies the prospect, and attempts to book a consultation without any staff involvement. No-shows triggered a dedicated recovery sequence. No lead was ever treated as dead.
Billing and Membership Infrastructure
We built the full invoicing and subscription system inside GHL integrated with Stripe. New patients are automatically enrolled at point of conversion. Monthly charges run automatically. Failed payment recovery is handled by the system. The billing operation was invisible from day one.
Fully Automated Patient Onboarding
The moment someone converts, a complete onboarding sequence fires across GHL, Cerbo, and Biocanic simultaneously. The patient receives a professional welcome, is automatically added to the EMR with the correct profile, and every intake form and clinical questionnaire is assigned and delivered automatically.
Patient Experience and Google Review Routing
An automated survey fires at a key point in every patient’s journey. Patients who report an excellent experience are immediately prompted to leave a Google review. Negative or neutral responses route privately to the provider and clinic director before they can become a public problem.
Lab Follow-Up Pipeline
A dedicated pipeline inside GHL tracks every patient’s 6-week, 2-month, 3-month, and 6-month lab timepoints. When a lab is due, the patient and the clinical staff are notified simultaneously. Inception never experienced a missed lab follow-up.
Affiliate Program — First Promoter Integration
We integrated First Promoter with GHL so both leads and paying patients could refer others with fully tracked commissions, automatic attribution, and scheduled payouts. The program became Inception’s single largest source of new patients.
The Results
These numbers were produced across the first six months the practice ever existed. Not after an optimization. The first six months.
| Metric | Result |
|---|---|
| Total leads captured | 538 |
| Booked consultation calls | 173 |
| Lead-to-booked-call rate | 32% |
| Consultations purchased | 71 |
| Consult-to-patient rate | 76% |
| New paying patients | 54 |
| Consultation revenue | $14,200 |
| Staff hours saved per week | 15+ |
The industry average consult-to-patient conversion rate for functional and integrative medicine practices sits between 40 and 60 percent. A brand new practice with no reputation and no referral history converted at 76 percent. That does not happen because of a great sales script. It happens because every prospect who showed up to a consultation had already been nurtured, followed up with automatically, and treated like a priority from the first second they expressed interest.
The affiliate program accounted for the majority of the 538 leads captured. Patients who got results had a simple, incentivized, and fully tracked path to refer others. They used it. The practice grew faster in its first six months than most practices grow in their first two years.
The Takeaway
Most practices add systems to fix problems that have already cost them years of revenue. They retrofit automation onto habits built without it.
Inception started differently. Every system was in place before the first lead arrived. The first patient received the same onboarding as the hundredth. The first no-show was recovered automatically. The first lab follow-up happened on schedule without anyone having to remember it.
The results did not come despite starting from zero. They came because starting from zero meant building it right the first time.
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