Nobody chooses a clinic at 11 in the morning.
They choose at 9 at night, on a phone, from 3 results — and the practice that wins is the one whose hours, reviews and booking link were already there. We make you legible at the moment people actually decide, through work that stays inside the advertising rules your profession is held to.
61% of appointment searches happen outside opening hours. The business that gets them is the one that was legible while it was closed — and familiar before the search started.
Three failures that look like a demand problem and are not.
01
The enquiry arrives and nobody answers it in time
A patient looking for a clinic is rarely loyal to one yet. They call three, and the practice that answers first usually gets the appointment. Most clinics lose more bookings to a voicemail at four in the afternoon than to any competitor’s marketing.
02
Your reputation is real and completely invisible
Practices with excellent care and years of goodwill routinely sit below newer clinics in local results, because reviews arrive occasionally rather than weekly and the profile has not been touched since somebody set it up. The trust exists; the search result does not reflect it.
03
Marketing gets written by people who do not know the rules
Advertising a regulated service is not the same as advertising anything else. Claims that would be ordinary elsewhere are not permitted here, and the cost of getting it wrong is not a wasted budget — it is a complaint against the practice.
What we would report on, and what each one is for.
Not impressions or clicks. The numbers that decide whether next week’s book is full and whether the appointments in it are ones you want.
Cost per booked appointment
Not per enquiry — per appointment actually in the diary. The gap between those two numbers is usually the single largest opportunity in a clinic.
Calendar fill by day and by service
Which sessions run full and which run half empty. Tuesday morning and Friday afternoon are almost never the same problem, and they rarely need the same fix.
Enquiry response time
How long a new patient waits for a human. It is measured because it usually predicts your booking rate better than anything in the ad account.
No-show and cancellation rate
A booked appointment that does not arrive costs the same as an empty one. Reminders and recall move this number more cheaply than any campaign.
New patients against returning ones
Kept separate, because a practice that only counts total appointments cannot see the month acquisition stopped working.
Review volume and recency
How many arrived this month, not how many exist in total. Recency is what local results respond to, and it is the most under-managed asset most clinics own.
Tick what is true. Three or more and this is your stage.
The stage you need is decided by what already works, not by budget. Switch stage below and the list changes with it.
Tick the ones that are true.
Nothing is submitted and nothing is stored — this is here so you can rule the stage out as easily as rule it in.
Tick the ones that are true.
Nothing is submitted and nothing is stored — this is here so you can rule the stage out as easily as rule it in.
Tick the ones that are true.
Nothing is submitted and nothing is stored — this is here so you can rule the stage out as easily as rule it in.
Foundation for Healthcare, line by line.
Every line links to the service page it comes from, with its standalone price, so you can check the arithmetic rather than take our word for it.
Excludes ad spend, which you pay directly to the platforms.
The local search result your reputation already deservesA book that fills, and appointments that arriveEvery enquiry answered, every session accounted for
Your local profile built properly
Services, hours, practitioners, photos and the questions patients actually ask. This is the single highest-return hour in local healthcare marketing and it is almost always half-done.
Part of SEO & AI Visibility → 02A real page for each service you want to fill
Written to the standard your regulator expects, so a patient searching for a specific treatment finds a page about that treatment rather than a homepage.
Part of SEO & AI Visibility → 03Review requests that go out without anyone remembering
Recency is what local results respond to. A steady trickle of reviews beats a burst once a year, and asking cannot depend on a receptionist having a quiet moment.
Part of AI Automation → 04Bookings tracked apart from enquiries
An enquiry, a booked appointment and an attended one become three different events, so cost per booking is a real number rather than an estimate.
Part of CRO & Analytics → 05A monthly call on what filled and what did not
Thirty minutes with the person running the account, reported as appointments and sessions rather than as impressions.
Part of Media Buying →Local paid campaigns on the services with capacity
Up to $10,000 a month in ad spend, aimed at the catchment that can realistically travel to you, on the treatments that actually have room.
Part of Media Buying → 02Creative written for a regulated profession
Ads and landing pages checked against your regulator's advertising guidance before they run, because the cost of getting that wrong is not a wasted budget.
Part of Performance Creative → 03Reminders, recall and rebooking
The messages that turn a booked appointment into an attended one, and a completed course into a returning patient. Cheaper than any campaign that replaces them.
Part of Lifecycle Management → 04The local programme kept running
Profile, service pages and review recency maintained rather than set up once.
Part of SEO & AI Visibility → 05Two conversion experiments a month
Run on the booking journey itself — the form, the phone step, the page that loses people — with results recorded whether they worked or not.
Part of CRO & Analytics →Paid campaigns across every channel that earns it
Budget allocated by cost per booked appointment and by which sessions still have room, moved monthly, with the reasoning written down.
Part of Media Buying → 02Enquiries answered in minutes, not hours
Missed calls followed up automatically, common questions answered without waiting for reception, and every enquiry routed the moment it arrives. This is usually the single biggest source of lost bookings in a busy practice.
Part of AI Automation → 03Recall across the whole patient lifecycle
Reminders, follow-ups, treatment recall and reactivation, so returning patients are a system rather than a hope.
Part of Lifecycle Management → 04Local and AI visibility as a managed programme
Including how the practice is described when somebody asks an AI assistant for a clinic nearby — increasingly the first place a patient looks.
Part of SEO & AI Visibility → 05Creative produced at the rate the channels consume it
Compliant statics and video for every service you are actively filling.
Part of Performance Creative →What this would cost you separately.
Read this honestly: the monthly lines here are lighter than the stage price, and the difference is the build. Foundation front-loads work that keeps paying afterwards — the profile, the service pages and the review routine — because in local healthcare those assets outlast any campaign you could run instead. Figures on the left are the closest equivalent line from the à la carte menu; a line inside a stage is never an exact copy of a standalone service, so treat this as a fair comparison rather than an identical one.
At $2,550 of fixed lines against $2,600, the saving is not the argument. The argument is that the campaign, the page and the reminder are written by people who know the same rules. A practice cannot afford a paid ad that says something the service page cannot support. Figures on the left are the closest equivalent line from the à la carte menu; a line inside a stage is never an exact copy of a standalone service, so treat this as a fair comparison rather than an identical one.
At $4,370 of fixed lines against $4,500, the price is close to what the parts cost. What you are buying is that nothing falls between them. The campaign knows which sessions have room, the automation answers the enquiry it produced, and the recall knows who has already been treated. Figures on the left are the closest equivalent line from the à la carte menu; a line inside a stage is never an exact copy of a standalone service, so treat this as a fair comparison rather than an identical one.
What this stage leaves out, on purpose.
Named here rather than discovered in month three. Each can be added, and each links to what it costs.
Paid advertising
Foundation earns the result rather than renting it. Paid campaigns are added once there is a page and a profile worth sending people to.
Media Buying — from $900/mo →Reminders and recall
Filling the book is the first job; keeping the booked appointments is the next one, and it belongs at Structure.
Lifecycle Management — $800/mo →A rebuilt website
We will add and improve the pages that matter. A full rebuild is a separate piece of work with a separate price.
Business Website — from $1,500 →Automation beyond reminders
Recall and review requests run automatically here. Routing enquiries, answering common questions and chasing unbooked leads belongs at Ecosystem.
AI automation Care Plan — $350/mo →Social content as a channel
We will use social for retargeting. Building an audience there is a separate programme with its own price.
Social Essential — $700/mo →A rebuilt website
We will improve the pages that lose bookings. A rebuild is separate work.
Business Website — from $1,500 →Clinical or patient communication
We do not write clinical content, and we do not handle communication about a patient's care. That stays entirely with the practice.
Patient records of any kind
No campaign we build requires access to records, and we do not want it.
Media spend itself
Every figure here excludes the money that goes to the platforms. It leaves your card, not ours.
What we will not do, whatever you pay us.
01
We will not write a claim your regulator would not accept
No promised outcomes, no before-and-after implications, no language that suggests a result you cannot guarantee. If a phrase would win more clicks and put the practice at risk, we do not use it and we will tell you why.
02
We will not touch patient data
We work with appointment counts, response times and booking rates. We do not want access to records, and no campaign we build requires any.
03
We will not route your ad budget through our account
It goes from your card to the platforms. We never hold it, float it, or take a percentage of it as margin. Management up to $10,000 a month of spend is a flat $900 — scaling your budget does not inflate our invoice.
Signature to first campaign: 5 to 10 business days.
What happens, and what we need from you at each point. The second column is the one most agencies leave vague.
We take access to whatever exists in your name and look at the last three months as appointments rather than enquiries — which sessions filled, which did not, and what a booking currently costs.
Approve access requests from your own logins. No shared passwords, ever.
Everything written for the practice is checked against the advertising rules for your profession before it goes anywhere near a platform.
Tell us which body regulates you, and anything a previous agency was told off for.
Booking tracking is wired so an enquiry, a booked appointment and an attended one are three different events. Most clinics have never separated them.
Point us at the booking system, or tell us plainly that it is the phone and a diary.
First campaigns go live on the services with capacity, aimed at the catchment that can realistically travel to you.
One round of comments from whoever owns the clinical side.
First full report: cost per booked appointment, calendar fill by session, response time and no-show rate — and what we got wrong.
45 minutes, and a decision on what changes.
What you are committing to.
The same terms apply to all three stages and every service on the site.
- Invoiced monthly in advance. Three-month minimum, then month-to-month with 30 days’ notice. Three months is the shortest honest term for anything measurable.
- Ad budgets are paid by you, directly to the platforms. We never hold, route or mark up your media spend, and the management fee is the only thing we are paid.
- Platform subscriptions stay on your billing. Advertising accounts, email platform, messaging, hosting — all in your name, so none of it is hostage to the relationship.
- You own every account, asset and piece of data created during the engagement, including after we part ways. That is not a courtesy at the end; it is the arrangement from day one.
- Onboarding is 5 to 10 business days from signature to first launch, depending on which services are in the plan.
- Custom scopes are always available. If none of the three stages fits, tell us the goal and the budget and we will price the actual work rather than sell you the nearest box.
- The $95 strategy session is credited in full toward your first invoice, so if we work together the session costs you nothing.
The questions that decide it.
Is advertising a clinic even allowed?
Advertising is; certain claims are not, and the line differs by profession and by country. The practical answer is that everything written for you is checked against your regulator's advertising guidance before it runs, and anything that would trade compliance for clicks is not used. If a campaign idea cannot be made compliant, we say so rather than run it quietly.
We are already busy. Why would we market at all?
Often you should not, and we will say so. The honest cases are a specific service running below capacity, a second location opening, or a book that is full of the wrong appointments — low-value, high-cancellation work crowding out the treatments the practice is actually built around. If none of those is true, the session will tell you that.
Can you guarantee a number of new patients?
No, and it would be unwise to trust anyone who does in a regulated field. What we will do is agree what a booked appointment is worth to you, report cost per booking monthly, and tell you in month two whether it is heading somewhere sustainable.
Do you need access to our patient records?
No, and we do not want it. We work with appointment counts, response times and booking rates. Nothing we build requires patient data of any kind.
What happens if we stop?
Every account, asset and piece of data created during the engagement is yours, including after we part ways. Paid campaigns stop when the spend stops; the profile, the reviews and the site keep working. That is the arrangement from day one, not a courtesy at the end.
Who this works for, and who it does not.
A good fit if
Most of this work looks like the following.
- There is genuine capacity — sessions or services running below what you could treat.
- Somebody answers new enquiries the same day, in working hours.
- You will let us check copy against your regulator's advertising guidance.
- You can tell us what a booked appointment is worth to the practice.
- You are willing to ask patients for reviews as a routine, not a campaign.
The wrong choice if
Said plainly, so nobody spends a call finding out.
- The book is already full and the waiting list is long.
- New enquiries wait days for a reply and nobody intends to change that.
- You want claims that your regulator would not permit.
- The practice cannot take on any new patients this quarter.
- You want us to handle patient records or clinical communication.
A paid strategy session, credited back.
45 minutes. $95, credited in full toward your first invoice.
Bring last month’s appointment book and roughly what you spend on marketing. We will work out your real cost per booked appointment and which sessions are worth filling first — including if the answer is that you do not need us yet.
- Your real cost per booked appointment, not per enquiry
- Which sessions and services are worth filling first
- An honest read on which stage fits, or that none of them does yet