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HealthcareMarketingAutomation

Patient Acquisition Engine

A HIPAA-conscious acquisition and booking system for a clinic network across four cities.

Multi-branch healthcare group · 2023 — 2024

-44%
Cost / booking
+27%
Show rate
2,100
Bookings / mo
01 · Challenge

Leads were plentiful and worthless. The call center drowned in unqualified enquiries while high-intent patients waited days for a callback.

02 · Research

Call recording analysis across 400 conversations revealed that 61% of leads asked about services the clinics did not offer in their city. The targeting was national, the service menu was local.

03 · Strategy

Sell the appointment, not the clinic. City-level service mapping, intent-qualified forms, and instant routing to the branch with real availability.

04 · Tracking

Privacy-safe conversion API with hashed identifiers, offline conversion imports for confirmed and attended appointments.

05 · Optimization

Bid toward attended appointments rather than form fills; weekly pruning of service-city combinations below the contribution threshold.

06 · Lessons Learned

In healthcare, the highest-leverage optimization is usually operational, not creative. Aligning ads with real availability beat every creative test we ran.

Execution
  1. 01Rebuilt campaign structure by city × service line with dedicated landing pages.
  2. 02Replaced generic lead forms with a 4-step qualification flow tied to live availability.
  3. 03Automated WhatsApp confirmation and reminder sequences.
  4. 04Fed offline booking and show data back into the ad platforms for value-based bidding.
Results
  • 44% lower cost per booking
  • 27% higher appointment show rate
  • 2,100 monthly bookings at steady CAC
  • Call center handling time down 35%
Booking flow
Intent-qualified 4-step form with live availability.
City × service matrix
Campaign architecture mapped to real capacity.
Technologies
Google AdsMeta CAPIWhatsApp APIMakeGA4
My role

Growth architect and performance lead across four markets.

Business impact

The clinics stopped buying leads and started buying attended appointments — the only metric their P&L recognizes.

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