Services ยท Track
Healthcare CRM setup and reporting
A clear pipeline from enquiry to booked appointment to show-up, inside the CRM you already use, with weekly numbers you can trust.
What is a healthcare CRM?
A healthcare CRM (customer relationship management system) tracks every potential patient from first enquiry to booked appointment to attended visit.
Set up well, it shows which ads, pages and follow-ups bring real patients, and what each booking costs.
What we set up
- Pipeline stages: new enquiry, contacted, booked, showed, no-show, rebooked.
- Automations connected to each stage (see AI follow-up automation).
- Conversion tracking that sends booking events back to Meta and Google server-side, without health data.
- Reporting: enquiries, booking rate, show rate and cost per booked appointment, every week.
No need to switch systems
We build inside the CRM you already use. In our case studies we have worked with GoHighLevel and connected it to the Meta Conversions API.
What you see each week
| Metric | Why it matters |
|---|---|
| Speed to first reply | Fast replies decide where patients book |
| Booking rate | Share of enquiries that book |
| Show rate | Share of bookings that attend |
| Cost per booked appointment | The number that tells you if ads pay off |
At a glance
| What it covers | Pipeline stages, automations, conversion tracking, weekly reporting |
|---|---|
| Price | USD 1,350 per month for the full system, 3-month start, then month to month |
| Ad spend | Paid by you, directly to the platforms |
| Time to launch | About 1 week after payment and access |
| Reporting | Weekly update, monthly report and monthly strategy call |
| Ownership | Ad accounts, CRM, pages and data stay yours |
| Compliance | HIPAA-aligned in the US, GDPR in Europe, BAA or DPA where the law requires one |
| Exclusivity | One practice per specialty in each area |
What working with us looks like
- Free growth audit (30 minutes). We review your ads, tracking, landing pages, follow-up and compliance, and show you what to fix first.
- Week 1: system build. Tracking, landing pages, follow-up automation and campaigns are set up and tested inside your own accounts.
- Launch. Campaigns go live about 1 week after payment and full access. Ad sets launch in stages.
- Optimise every week. We cut what does not book and scale what does. You get a short weekly update.
- Monthly report and strategy call. Cost per booking, booking rate, show rate, and the plan for next month.
Why clinics choose GritSol Health
- Healthcare only. Every campaign, automation and tracking setup is built for healthcare rules. See our compliance approach.
- No competitors. One practice per specialty in each area.
- You own everything. Ad accounts, CRM, pages and data stay yours.
- Proof, not promises. Real numbers in our case studies, and no guaranteed outcomes.
Pricing
USD 1,350 per month: a 3-month start, then month to month. You pay ad spend directly to the platforms. Campaigns go live about 1 week after payment and access. Every service is part of one system: patient acquisition, AI follow-up automation and healthcare CRM.
Frequently asked questions
Do I have to switch CRMs?
No. We build inside the CRM you already use.
Is patient health information stored in the CRM?
We keep the CRM to contact details and enquiry stage, not medical history.
How often will I get reports?
A short weekly update, a monthly report and a monthly strategy call.
Sources and further reading
- HHS: Use of online tracking technologies by HIPAA covered entities
- HHS: Sample Business Associate Agreement provisions
- FTC: GoodRx enforcement action on sharing health data for advertising
Specialties
See how this works for dental, dermatology, med spas, pain management, physical therapy and all 18 specialties.
See where your practice is losing patients
Our free 30-minute growth audit reviews your ads, tracking, landing pages, follow-up and compliance, and shows you what to fix first. No obligation.
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