01→
538Leads
entered the Practice OS
Client case study / Practice OS
Built around how Inception actually works.
Greatclicks mapped Inception's real intake process, follow-up cadence, and staff handoffs, then engineered the automation, pipelines, and workflows around them.
Practice OS / client outcomeCustom build
New patients54
76% consult-to-patient
Booked calls173
Hours saved / week15+
The starting point
The technology needed to fit the clinic.
Inception was building a new functional medicine telehealth clinic without an established operating playbook or large administrative team. Leads, booking, onboarding, and follow-up needed to work as one system.
Greatclicks designed the operational layer around the clinic's real process instead of asking the clinic to reshape its care model around a generic CRM template.
The numbers, in context
A visible journey from interest to patient.
02→
173Booked calls
32% lead-to-booking
03→
71Consultations
qualified conversations
04
54New patients
76% consult-to-patient
76%
Consult-to-patient conversion
The connected qualification and nurture experience supported prospective patients before the consultation and made each next action easier to track.
What was engineered
One operating system, shaped around the clinic.
Real intake, mapped
The entry points, qualification steps, and booking logic were designed around Inception's actual intake process.
Follow-up with context
The cadence reflected what patients needed before and after a call instead of forcing them through a generic sequence.
Staff handoffs, connected
Pipelines and task logic clarified ownership so the right team member knew when and why to step in.
Referrals, operationalized
Affiliate tracking became part of the operating system and grew into the clinic's single largest lead source.
Operational impact
15+staff hours saved every week.
Reducing manual follow-up, clarifying handoffs, and keeping pipeline status visible gave the internal team meaningful capacity back.
Largest lead source01
Affiliate growth became part of the infrastructure.
The affiliate program became Inception's largest lead source, extending the system beyond paid and organic acquisition into a repeatable referral engine.
The takeaway / 01
The right system starts by understanding the clinic.
Custom intake. Context-aware nurture. Clear staff handoffs. Visible performance. Each layer supported the way Inception delivered care and made the operation easier to grow.
Your first step
Map the system around your real patient journey.
We'll examine the handoffs between your entry offer, consultations, follow-up, enrollment, and onboarding.
Lab-to-Program Systems AssessmentFree
Identify the operational gaps and leave with a clear picture of what should happen next.
Start My Free Systems Assessment No large implementation commitment is required. We diagnose first.Results are based on client-reported CRM and workflow data for this engagement. Individual results vary and are not guaranteed.