1. Accessing the Leads Module
Log into your account.
Navigate to the Leads section on the left-hand sidebar.
This will open your main Leads summary, which defaults to showing All Leads.
2. Understanding Lead Statuses
Leads progress through a pipeline with different statuses to help you track their journey:
New: A lead has been created but not yet contacted.
Contacted: You have made initial contact (call, email) and are awaiting a response.
Qualified: The lead has expressed clear interest in booking an appointment but has not yet scheduled it.
Lost: The inquiry did not convert (e.g., they were not interested, unreachable).
You can filter your view by clicking on these status labels at the top of the page.
3. Creating a New Lead
When someone contacts your clinic (by phone, email, etc.) but does not book immediately, you can manually create a lead.
Click the Create Lead button.
Enter the available information. At a minimum, you need a Name and a Contact Method (phone or email).
You can also note the Lead Source (e.g., Search Engine, Social Media) and the Treatment of Interest.
Click to create the lead. It will appear in the New status.
4. Managing a Lead & Using Tasks
Click on any lead to open its detailed view. Here you can manage all follow-up activities.
Create Tasks for Follow-up: The leads module is integrated with the Tasks system.
Click to Add a Task (e.g., "Call to discuss treatment").
Set the task type (Call, Email, Message), due date/time, and add notes.
Completed and pending tasks will show in chronological order on the lead's page, creating a clear history.
Update Lead Status: As you interact with the lead, update their status using the Change Status button (e.g., from New to Contacted to Qualified).
Convert a Lead to a Patient: Once the lead is ready to book:
Click the Add Patient button within the lead's profile.
This will instantly create a new patient record using the lead's details.
You can then immediately book an appointment for them. The original lead record is maintained for tracking purposes.
5. Filtering and Finding Leads
As your list grows, use the filter options at the top of the Leads page to find specific leads:
Date Created: (e.g., "Last 30 days").
Lead Source: (e.g., Search Engine, Social Media).
Lead Status: (New, Contacted, Qualified, Lost).
Lead Owner: Filter by the staff member assigned.
Summary of Key Actions
Add new inquiries as Leads.
Track communication using integrated Tasks.
Update the status as the lead progresses.
Convert qualified leads into Patients and book their appointments.
Need More Help?
If you have any questions about managing leads, please get in touch with our support team. We're glad to help.