Enquiry systems

Every enquiry answered*

*every one logged, owned and followed up.

HubSpot CRM for clinics, set up so there's one place for every enquiry: logged with where it came from, a clear call task for your team, and reporting on what actually books. Built around how your clinic really works, with training your reception and treatment coordinators will actually use.

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Before

10:02Enquiry from the Invisalign page

10:02Lands in a shared inbox

15:40First call back. She's booked elsewhere.

After

10:02Enquiry logged in HubSpot with its source

10:03Personal text and email sent

10:09Called by the coordinator. Consultation booked.

Illustrative

The pipeline

See every patient, from enquiry to treatment.

NewInvisalign, Instagram adImplants, GoogleComposite bonding, website

ContactedWhitening, referralInvisalign, Google

Consultation bookedVeneers, TikTokImplants, website

AttendedInvisalign, MetaMenopause clinic, Google

Treatment acceptedImplants, Google

Illustrative

What's included

Set up, switched on, and used.

HubSpot set-up

Your pipeline, your stages.

Forms, contact records, deal stages, tasks and reminders, built around your consultation process. The pipeline runs on HubSpot's free plan. Automation needs a paid tier, and we'll show you the cost first.

Follow-up

Nobody waits till 15:40.

Instant personal replies, call tasks with clear owners, and a gentle sequence for people who don't pick up. Aircall can plug in if you use phones heavily.

Training

Built with your team, not done to them.

Short videos and a live session for reception and coordinators, so the system gets used and nobody feels blamed for a dashboard.

Wondering what a good reply time looks like? Read how fast a clinic should reply to an enquiry.

Add-on

Not ready today? Patient automation keeps them warm.

Once every enquiry lives in one place, WhatsApp and email workflows can reply in seconds, nurture by treatment, follow up no-shows and wake up old leads, then hand patients to your team the moment they reply.

See patient automation

Questions

Questions about HubSpot enquiry systems

Do we need a paid HubSpot plan?+

Not for the pipeline. HubSpot's free CRM handles forms, records and tasks for most small clinics. Automated sequences and WhatsApp need a paid plan, and you'll see the monthly cost before anything is switched on.

We use Dentally or Semble. Does it work alongside?+

Yes. Your practice management system stays the record of care. HubSpot handles enquiries and follow-up before someone becomes a patient. We'll map how the two fit together.

Do you answer our phones?+

No. Your team knows your patients best. We give them the system, the scripts and the training to answer faster and follow up properly.

How much does it cost?+

From £3,000. The final figure depends on scope, because a single-site clinic and a five-site group need very different set-ups. You'll get a fixed price in writing after a call or audit, before anything starts. Prices exclude VAT.

Get a second opinion*

*it's the honest one.

A free 30-minute call. Bring your website. Leave with the three things we'd fix first, whether you hire us or not.