GoHighLevel
Speed to Lead in GoHighLevel
Sample data. Valisthea Psychiatry is a fictional practice, so every name and number is synthetic.
An inquiry that waits a day or two is often gone by then. I built a GoHighLevel setup that answers every web inquiry in under a minute, gives it an owner and asks a person to call.
4 for 4
test inquiries became pipeline cards
- The problem
- Every new inquiry needs a fast reply and an owner, even from people the practice can't see.
- The result
- 4 test inquiries made 4 pipeline cards, assigned in turn. A form sent twice made one contact.
What it does
- Someone fills in the new patient form on the website.
- They are marked as a website lead and handed to one of two intake staff, who take turns.
- It checks where they live and their age. Adults, teens and children 6 and up each get the right booking link. Anyone the practice cannot see gets a kind reply pointing them elsewhere.
- A welcome email goes out within seconds with the booking link, the opening hours and the crisis line.
- If they have not booked or written back after 10 minutes, the staff member gets a reminder to call.
What keeps it safe
- It texts only people who ticked yes on the form, and that box starts unticked.
- People outside Oregon and children under 6 get a kind reply and go to Not a Fit, so nobody wastes a call and nobody is left in silence.
- The crisis line, 988, is on the form and in the welcome email, because nobody watches the form overnight.
- Sending the form twice in a row for the same person makes one contact, one card and one welcome email. A second form days later may add a second card, which I would check before going live.
How I tested it
- 4 test inquiries made exactly 4 pipeline cards: 2 at New Inquiry and 2 at Not a Fit.
- The owner alternated between the two intake staff across all 4 cards.
- A repeat submission made 1 contact, 1 card and 1 welcome email.
- Of the first 4 welcome emails, 1 reached the inbox and 3 went to Spam, because the demo account sends from a shared address. A real clinic sets up its own sending address first.
Built with
- GoHighLevel
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