You should be able to see which ads and referrals bring you clients.

    Many clinics pay for a CRM their team does not use, keep phone and website enquiries in different places, and cannot tell which Google Ads lead to real enquiries. I set up a simpler system around the tools you already have, so you can see your enquiries in one place and follow up with each person.

    What I set up for your clinic.

    I build each part, test it end to end with real form submissions and calls, and hand it over with a short guide for your team.

    • Website forms that send every enquiry to one tracker within seconds, with how the person found you
    • Phone and email enquiries logged in the same tracker as website forms
    • Source tracking that records the campaign, ad and keyword behind each enquiry
    • Google Ads conversion tracking, so your ads are measured on enquiries, not clicks
    • Call tracking numbers and a missed-call text with your booking link
    • A live dashboard with enquiries, care matching calls, clients, cost per enquiry and website visits
    • A thank-you email after each enquiry and monthly follow-up emails for people who opt in
    • Booking sync, so a Calendly booking updates the enquiry's status
    • A morning email for your team with follow-ups due and new enquiries waiting
    • Your past enquiries cleaned up and moved into the new tracker

    Works with the tools you already use.

    Jane App, Calendly, Google Workspace, Google Ads, Google Analytics, Data Studio and Zapier, with websites on WordPress, Wix, Squarespace, Webflow and other builders.

    Case study

    A trauma therapy clinic in Canada.

    A practice with several therapists, running Google Ads and taking enquiries by website, phone and email.

    Where they started

    • Enquiries were typed in by hand, and the question about how people found the clinic had 38 different answers.
    • They could see ad clicks and spend, but not which ads brought enquiries.
    • Phone and website enquiries were kept separately.
    • Follow-up depended on someone remembering, and people who were not ready to book heard nothing more.

    What I set up

    • Both website forms now send each enquiry to one tracker, with the campaign, ad and keyword.
    • Phone enquiries are logged in the same tracker, and the dashboard shows phone and website enquiries each week.
    • Every form enquiry is reported to Google Ads as a conversion, and call reporting is on.
    • I moved 116 past enquiries into the new tracker and grouped the 38 answers into 9 clear sources.
    • A thank-you email and six monthly emails for people who opt in, which stop when someone becomes a client.

    The clinic can now see the cost per enquiry for each campaign, all phone and website enquiries in one place, and where its clients come from, from Google search to referrals from doctors and other therapists.

    How the work is set up.

    01

    Free 20-minute review

    We look at your forms, phone lines, Google Ads and booking tools, and I explain what I would connect and what it costs.

    02

    Build and test

    I set up the tracker, tracking, dashboard and emails, then test each one with real submissions and calls before anything goes live.

    03

    Handover

    Your team gets a short guide on what to update and what runs on its own. I stay available for questions after handover.

    If you would like me to keep it running after setup, I can look after the tracking, reports, website updates and new campaigns each month as part of one support arrangement. See ongoing support options.

    Pairs well with

    Virtual Assistant for Therapists

    Inbox, intake and admin support for private practices.

    Read more

    CRM & Automation

    CRM cleanup, workflows and connections between your business tools.

    Read more

    Website Maintenance

    Updates, backups and fixes for the website your enquiries come from.

    Read more

    Common questions

    Clinic Enquiry Tracking FAQ

    No. I set the tracking up around the tools you already use, including Jane App, Calendly and Google Workspace. Your team keeps booking clients the way they do now.

    No. The tracker, dashboard and follow-up emails run on Google tools your clinic already has, so there is no new monthly CRM subscription. Call tracking numbers and text messages have a small usage cost from the phone provider, and I explain it before anything is set up.

    Everything stays in your own Google account. You own the tracker, the dashboard and the email copy, and I do not keep a copy of your client data.

    Yes. Phone enquiries are logged in the same tracker as website forms, so the dashboard shows both side by side. With a call tracking number, each call is logged automatically with its source, and a missed caller can get a text with your booking link.

    Yes. I add the conversion tracking and reporting so you can see which campaigns bring enquiries. I share notes with your agency so their changes do not break the tracking.

    It depends on how many forms, phone lines and ad accounts you have. I review your current setup on a free call first, then confirm the timeline and a fixed setup price before any work starts.

    Let me look at your current setup.

    Book a free 20-minute review. I will look at your forms, phone lines, ads and booking tools with you and explain what I would connect, before you decide anything.

    Book a free 20-minute review