Welcome to our essential guide for managing contacts in InfluxMD. If you're new to CRM systems, don't worry. We'll walk you through exactly what you need to know to handle leads effectively. Every potential patient who reaches out to your clinic is valuable.
Proper contact management ensures no one falls through the cracks and helps convert inquiries into actual patients. InfluxMD combines automated actions with your manual work to create an efficient intake system. It provides an intelligent assist that handles routine tasks, allowing you to focus on the personal touch that converts leads into patients.
This automation saves you hours each day while ensuring consistent follow-up with every potential patient.
Understanding the Contact Journey
Let's start by examining the contact journey and understanding the function of stages and segments. When someone fills out your website form or responds to your social media, here's what happens. We start with the new contact stage. The contact enters InfluxMD automatically, gets the screen segment applied. IMA, our AI assistant, sends a welcome email. The system may auto assign the contact to you or wait for manual assignment.
From Lead to Prospect
After assignment, the contact moves to the lead stage. Your role is to make the first phone call. This first phone call is critical. IMA handles emails and texts, but only you can make that personal connection.
Your goal is to complete or schedule a screening conversation. While you work at reaching the contact by phone, IMA continues nurturing emails. The contact remains a lead until you engage with them. We suggest planning to reach out to the contact at least five times over several days before marking the lead as lost. Once you engage with the lead, they become a prospect.
Your new goal is to have them schedule a provider consultation.
At this point, you can change the segment from screen to consult to trigger consultation focused nurturing.
Keep in mind that everything we have discussed may occur in a single phone call or be spread out over days or weeks.
Moving to Patient Status
Let's assume you have scheduled the prospect for a consult. The goal now is to assist the prospect to complete the scheduled consult. InfluxMD can help with this by sending nurturing emails appropriate to the prospect. When the prospect completes a provider consultation, they enter the patient stage. Now the segment changes to treatment and your focus shifts to treatment completion. Stages and segments may seem complicated, but here is why they matter. Stages, where they are in your process.
Segments, what type of messaging IMA sends them.
When you update these correctly, IMA automatically sends the right messages at the right time.
No more wondering, did someone follow-up with this person? All you have to do is leave notes so your team can follow what is happening, address contact questions or concerns with IMA's help, and remain aware of where each contact is in the process.
Custom Fields and Contact Information
Now, let's shift focus to providing more information about each contact.
We do this with notes and custom fields. These fields tell both you and IMA exactly what's happening with each contact.
You can have as many custom fields as you need, but the critical ones are service type. This list identifies what treatment the contact is interested in and helps IMA personalize all communications.
Outcome Tracking
Screening, consult, and treatment outcomes. These are the markers that show what happened at each stage of the intake process. Each has six possible values: pending, waiting for meeting, unsure, met but no decision yet, yes, ready to move forward, no, decided not to proceed, no show, missed appointment, canceled, canceled appointment. Keeping these fields up to date is important because they can be used to trigger specific automated follow ups.
Set a screening outcome to no show, and IMA can automatically send a rescheduling email. Mark someone as unsure, and they get targeted messaging addressing common concerns. The bottom line is that these tasks are simple but crucial.
Every task builds on the one before and is crucial to the success of your medical practice.
Your Essential Tasks in InfluxMD
Let's recap your job in InfluxMD. Call new leads quickly. First contact should be personal.
Update stages and segments. This keeps IMA's messaging relevant. Track outcomes accurately. This triggers the right automated follow ups.
Remember, every field you update correctly means IMA can work smarter for you, giving you more time for what matters most: connecting with potential patients.