Objective
This SOP explains how to create, track, update, and convert leads in the AesthetiDocs Leads Management Module. The goal is to help staff consistently follow up on inquiries, nurture prospects, and convert qualified leads into patients.
Key Steps
1. Access the Leads Management Module 0:51
From the main AesthetiDocs account, select Leads from the left-hand navigation.
This opens the Leads Summary, where all lead records are stored and managed.
Use this area as the central pipeline for tracking inquiries from first contact through to patient conversion.
2. Understand Lead Statuses 1:08
Review the default lead statuses in the summary view:
New: recently added and not yet contacted or qualified.
Contacted: the lead has been reached out to and is awaiting a response.
Qualified: the lead has shown interest and may be ready to book, but is not yet a patient.
Lost: the inquiry did not progress and should be marked as discarded/lost.
Use these statuses to keep the pipeline accurate and easy to review.
3. Filter Leads for Faster Review 2:03
Use the filter buttons at the top of the Leads Summary to display only the records you need.
Common ways to filter include:
Lead status
Date created
Lead source
Lead owner
Use filters when reviewing follow-ups, reporting on recent inquiries, or checking specific lead groups.
4. Create a New Lead Record 2:16
Select Create Lead when a new inquiry comes in by phone, email, web form, or other source.
Enter all available details, even if the information is limited.
At minimum, capture:
Lead name
Phone number or email address
Add any extra details you have, such as treatment interest, source, or practitioner preference.
5. Add Lead Details and Notes 2:48
After creating the lead, record relevant information from the inquiry.
Include details such as:
Treatment interest
How they found the clinic
Preferred practitioner
Any notes from the conversation
Keep notes clear and concise so any team member can understand the lead history.
6. Open the Lead Record and Create Follow-Up Tasks 3:27
Open the lead to view the full lead details.
Use the task area to create follow-up actions linked to the lead.
Create tasks such as:
Call
Message
Email
Set a clear task description, such as Call to discuss treatment.
7. Schedule Tasks and Follow-Ups 4:05
Assign a due date and time for the task, such as today at 5:00 PM.
Add a short note describing the purpose of the follow-up.
If the lead does not answer or is not ready, create a new follow-up task for a later date.
Keep all follow-up actions in chronological order so the lead history is easy to review.
8. Update Lead Status as the Inquiry Progresses 5:06
When the lead changes stage, update the status immediately.
Move the lead from:
New to Contacted after outreach
Contacted to Qualified if they show interest
Any stage to Lost if the inquiry does not progress
Keep statuses current so the team has an accurate view of the pipeline.
9. Convert a Qualified Lead into a Patient 5:26
When the lead is ready to become a patient, select Add Patient from within the lead record.
This creates a new patient record using the lead’s details.
Add the appointment or any additional patient information needed.
Confirm that the patient record remains linked to the original lead for full history tracking.
10. Review Lead and Patient Linkage 5:40
Check the lead record to confirm it shows the correct current status.
Use the linked patient record to move between lead and patient information as needed.
Remember that the lead history remains available even after conversion, which helps with continuity and reporting.
11. Use Advanced Filters for Larger Lead Lists 6:26
As the number of leads grows, use filters to narrow the list quickly.
Filter by:
Date range, such as the last 7 or 30 days
Lead source, such as search engine or social media
Lead status
Lead owner
Use these filters to manage workload and prioritize follow-up activity.
Cautionary Notes
Do not leave leads uncontacted for long periods; delayed follow-up can reduce conversion rates.
Always record at least a name and one contact method before creating a lead.
Keep lead statuses accurate; outdated statuses can make the pipeline unreliable.
If a lead is not progressing, mark it as Lost rather than leaving it active indefinitely.
Ensure tasks and follow-ups are assigned with clear dates and notes so nothing is missed.
Tips for Efficiency
Create the lead immediately when an inquiry comes in, even if details are incomplete.
Use task creation directly inside the lead record to keep follow-up actions connected.
Standardize task types such as Call, Message, and Email for consistency.
Use predefined filters first for quick access, then apply date/source/owner filters when needed.
Convert qualified leads to patients as soon as the booking decision is made to keep records clean and current.