Your clinic doesn't have a marketing problem. It has a sales and systems problem.
PatientFlo is the software that picks up where your marketing agency stops. It answers every enquiry in seconds, follows up until they book, brings patients back to rebook, and judges every ad on the revenue it makes you over 3, 6 and 12 months.
A short application, then pick a time. 30 minutes, on your own numbers.
- Works alongside Fresha, Pabau, Jane and others
- Set up for you
- UK · Ireland · Australia · US
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Your agency's job ends at the lead. That's where the money starts.
Most agencies are paid to get you the cheapest possible enquiry. Everything that turns that enquiry into revenue happens after it, and nobody's measuring it. PatientFlo covers every step from the reply onwards.
The cheapest lead is rarely the most valuable patient.
Take a dental clinic running two ads. The Invisalign ad brings leads at £22. The veneers ad costs £55 a lead, so after 30 days it looks like the one to switch off.
Veneer patients take longer to decide and spend far more when they do. Judge both ads on 12 months of revenue and the "expensive" ad is the best money in the account.
"The real money isn't in the initial month."
TOMÁS O'DWYER · FOUNDER, CLINIC SUCCESS PARTNERS
PatientFlo works out what the leads from every ad are worth at 3, 6 and 12 months, so you scale on the cost to win a patient against the lifetime value that patient brings in.
Illustrative example to show the method. Same maths in A$, US$ or €. Your own figures come from your booking system and PatientFlo.
What clinic owners tell us on the first call.
Almost none of it is about ads. It's what happens after the enquiry lands.
ONE MONTH · AUSTRALIAN DENTAL CLINICHundreds of enquiries came in, and about one in twenty became a patient in the chair. Half the booked appointments didn't turn up. More leads wouldn't have fixed it. The gap was everything after the enquiry.
We're generating 400 leads a month and our booked appointments are trending down.
Any marketing agency: we're amazing this month, 1.4 million dollars' worth of leads generated.
I get a list from [the practice software] and I get a list from [the CRM]. There's no one linking the two.
We actually want to know the lifetime value of the patient as the months unfold.
If I can get that power without having to spend three days in Excel, I can be an extremely effective operator.
We don't just want leads for leads' sake.
Quotes from clinic owners and managers on calls with our team, shortened and anonymised.
Elite sales insight, built into AI-enabled software.
Four jobs PatientFlo does every day to raise the value of every patient you've already paid to get.
Every enquiry answered in seconds, on every channel
Instagram, Facebook, WhatsApp, text, email and web chat land in one inbox. An AI assistant trained on your treatments, prices and policies replies first, in your clinic's voice, and your team picks up where it leaves off.
- Replies at 2am, on Sundays and mid-treatment
- Answers price, downtime and availability questions
- Books the consultation, or hands over to a person when it isn't sure
Followed up until they book, then tracked until they buy
Every lead sits in a pipeline your team can see. Automated follow-up runs until they book or say no, reminders cut no-shows, and every consultation is tracked through to treatment sold, so you know your real conversion rate.
- Clinic pipelines: new, contacted, consultation, sold
- Follow-up sequences on text, WhatsApp and email
- Front desk training included through the Clinic Success Academy
Bring past patients back before you buy new ones
Your patient list is the cheapest revenue you have. PatientFlo runs reactivation campaigns to lapsed patients and rebooking prompts timed to each treatment, and supports memberships that turn one-off visits into monthly revenue.
- Database reactivation with a reply-to-book flow
- Rebooking nudges timed to each treatment's return window
- Membership sign-ups tracked alongside everything else
See what your marketing made you
Cost per lead, cost per booked patient, reply times, and which ads bring the patients who keep coming back. Enquiries and replies update through the day, revenue updates whenever your booking data comes in, and every figure has a line under it saying what to do about it.
- Meta ads spend and cost per lead, ad by ad and week by week
- Revenue and lifetime value by the month a patient first got in touch
- Ask the dashboard a question and get the answer from your own figures
AI-enabled from the first message to the tenth visit.
We built PatientFlo because clinics doing multiple seven figures came to us after years of agencies chasing the lowest cost per lead. They needed software that looked at the whole business, from the first message to the tenth visit.
Answers first, day and night
Trained on your clinic, replies in seconds, books consultations and hands over when a person should step in.
Reads your numbers for you
Every hour it works out what changed and writes it up in plain English, with the next thing to fix.
Help when you need it
The Clinic Success Partners team sets it up, trains the AI on your clinic and helps with pricing, offers and memberships.
Marketing measured in revenue and lifetime value. Nothing else.
When all you have is a hammer, everything looks like a nail. An ads agency will always tell you more ads are the answer. PatientFlo shows you where the revenue is actually being lost.
What our users say.
Past results. Outcomes vary by clinic, treatment mix, database size and how quickly the team follows up.
PatientFlo is one part of the Clinic Success Partners ecosystem.
We want to turn good clinics into great businesses. PatientFlo works on its own. If you want more, the same team offers the marketing, sales systems, training and consulting, all built around one number: what each patient is worth to your clinic.
PatientFlo
The AI-enabled clinic operating system: AI replies, follow-up, pipelines, reactivation and the live revenue dashboard.
Marketing, sales systems and consulting
- Meta and Google ads, SEO and websites
- Database reactivation
- Sales systems and front desk process
- Consulting on pricing, offers and memberships
Clinic Success Academy
A private community and course for clinic owners and their teams: the front desk playbook for booking and closing, and the owner's growth vault. Membership is by application, and we only accept clinics that are the right fit.
We only take on clinics we know we can grow.
PatientFlo and our team are built for owners who already get enquiries and want more of them to become paying, returning patients. If you're just opening, or you're not ready to act on what the numbers show, we'll tell you on the call and point you somewhere better.
Three steps, and we do the setting up.
Book a demo
A short application, then 30 minutes on your numbers: where enquiries come from, how fast they're answered, how many book and how many come back. You leave with the leaks named.
30 min · no obligationWe set PatientFlo up
Your channels are connected, the AI assistant is trained on your clinic, and the pipelines, follow-ups and dashboard are built. Your booking software stays.
done for youYou watch it work
Enquiries answered, consultations booked, patients brought back. The dashboard updates every hour and we go through it with you every month.
ongoingIs PatientFlo software or an agency?
PatientFlo is software: your clinic's inbox, AI assistant, pipelines, automations and revenue dashboard in one login, on desktop and a mobile app. It comes from Clinic Success Partners, who also run marketing for clinics, so you can have the software on its own or with our team running the ads behind it.
Can I use PatientFlo myself, without your team?
Yes. You get the full software in your own login. Reach out to our team and we'll get you started, and we can teach your team to run it in-house. Most clinics also have us set it up and train the AI, because that's where the quick wins are.
Do I have to change my booking software?
No. PatientFlo sits alongside Fresha, Pabau, Jane or whatever you book in today. Using something else? Ask on the demo. It handles the enquiry, the follow-up and the reminders, and reads your booking exports to work out revenue. Your diary stays where it is.
We've been burned by agencies before. Why is this different?
We're usually who clinics come to after that happens. Because the software shows you everything: cost per booked patient and revenue by ad, updated every hour, in the login your team uses every day. You never have to take anyone's word for it.
What does it cost?
It depends on the size of the clinic and how much you want set up and run for you. We go through it on the call once we've seen your numbers, so the figure fits your clinic.
Is it hard to use?
If you can use WhatsApp, you can use PatientFlo. Every message lands in one inbox, on desktop or the mobile app, and we set everything up before your team logs in.
Does the AI replace my team calling leads?
No. The AI is the safety net. Best practice is still to call new enquiries within five minutes, and PatientFlo shows your team exactly who needs a call. When nobody can get to the phone, the AI makes sure the lead still hears back in seconds.
My team is small. Will this add work?
It takes work off them. The AI assistant has the first conversation, follow-ups send themselves, and your team only steps in for people ready to book.
Does the AI sound like a robot?
It's trained on your treatments, prices and policies and writes in your clinic's voice. When a question needs a person, it hands over to your team rather than guessing.
Is it compliant for a clinic?
Messages are written to UK, Irish and Australian advertising rules for clinics, including the rules on prescription-only treatments. Your patient data stays in your own account, and the dashboard only ever shows totals.
Find out where your clinic is leaking revenue.
Book a call with our sales team and see if your clinic qualifies. Thirty minutes on your own numbers. We only take on clinics we know we can grow, and if PatientFlo isn't the right fit, we'll tell you what is.
A short application, then pick a time. No obligation.