1. List every door patients knock on
Write down every channel an enquiry can arrive through: website forms, WhatsApp, Instagram and Facebook messages, phone calls, email, marketplaces and referral partners. Most clinics find more doors than they expected, and at least one nobody is watching closely.
2. Bring them into one list
Each enquiry should become a record in one place, with its source, the treatment of interest and the person responsible. It does not need to be complicated. It needs to be the one place your coordinators trust.
3. Set a reply target, then measure it
Decide how fast your clinic wants to answer during opening hours and outside them, and track the real time to first reply. The number you choose is your own; what matters is that it is written down and visible.
4. Make the next step obvious
- A clear booking or consultation request form on every treatment page.
- Answers to the common questions on the page itself: preparation, recovery, what to expect.
- A follow-up sequence for people who asked but did not book.
- Reminders before appointments and an easy way to reschedule.
5. Follow the whole path, not just the clicks
Advertising dashboards report clicks and leads. A clinic needs to see enquiries, consultations and bookings side by side, by source. That is what tells you which campaign actually brings patients through the door.
Measure enquiries, consultations and bookings together. Clicks alone do not tell you which campaign brings patients.
6. Keep medical records where they belong
Marketing and enquiry tools should hold contact details and interest, not medical records. Keep clinical information in your clinical system, limit who can see what, and be clear with patients about how their details are used.
7. Offer every language your patients speak
If your patients speak French or Arabic, your site, forms and replies should too. A form in the wrong language is a quiet reason not to send it.
Where we come in
We build websites, enquiry and booking flows, and CRMs for premium clinics, in English, French and Arabic. We start with this checklist, agree on the scope and dates, and then measure enquiries, consultations and bookings with you once it is live.
Qafza teamSeptember 25, 2026
