Patients ask at 9pm.Your front desk opens at 8.
LeadFlow HQ adds a chat assistant to your clinic's website. It answers questions about your hours, treatments and prices, and passes appointment requests to your team, so they're waiting for you in the morning instead of going to the clinic down the road.
Hi, do you have anything for a check-up next week? Mornings are better for me.
We do check-ups on weekday mornings from 8:00. I can't book the slot myself, but I can pass your request to the team and they'll call you when the clinic opens. What's your name and phone number?
Sarah Mills, 07700 900123
Thanks, Sarah. The team will call you after 8:00 tomorrow.
New appointment request 21:48
- Patient
- Sarah Mills
- Phone
- 07700 900123
- Wants
- Check-up, weekday morning, next week
Example conversation. The request lands in your inbox.
Where clinics lose new patients
Most of them never complain. They just book somewhere that answered first.
Out of hours
People look for a dentist in the evening, after work, when the phones are off. A contact form that gets read tomorrow afternoon is often too late.
A busy front desk
When reception is checking someone in and the phone rings, the caller gets voicemail. Many don't leave a message.
"Do you take new patients?"
Questions your website already answers somewhere still end up as calls. The assistant answers them directly, from your own information.
How it works
We set it up with you
On a short call we go through your hours, treatments, prices you're happy to share, and who should receive requests. We write and test the assistant. You don't touch any code.
We add it to your website
One line of code, on whatever your site is built with: WordPress, Wix, Squarespace or custom. Nothing on your site is rebuilt or replaced.
Patients ask, you get the request
The assistant answers questions and collects the patient's name, phone number and what they need. Your team gets it by email straight away and confirms the appointment in your usual system.
What it looks like
A real conversation with the assistant, set up for an example clinic, and the email your team gets from it.
Your team receives this straight away
- From
- Website assistant
- To
- reception@your-clinic.com
- Subject
- New appointment request: Sarah Mills
New appointment request
- Patient
- Sarah Mills (new patient)
- Phone
- 07700 900123
- Wants
- Check-up
- Preferred time
- Tuesday morning
- Received
- Monday 21:48, via your website
Patient asked about the new-patient check-up price and was told £55.
Call the patient to confirm a time in your usual booking system.
Example email. The layout and the address it goes to are set up with you.
What the assistant will and won't do
Answers from your information only
Hours, treatments, prices and policies you give us. If it doesn't know, it says so and takes a message instead of guessing.
No medical advice
It doesn't diagnose or recommend treatment. Questions like that are passed to your team.
Emergencies go to your emergency line
If someone describes pain or an urgent problem, it gives them your emergency number or out-of-hours instructions first.
Your booking system stays
It captures requests. Your team still confirms every appointment, so nothing is double-booked.
We're new, and we'll say so
LeadFlow HQ is in early access. We don't have case studies or a wall of logos yet, so we're not going to pretend we do.
What you get instead: we set up every clinic ourselves, check the conversations with you in the first weeks, and adjust the assistant until it answers the way your front desk would. If it isn't useful, you cancel. There's no contract.
- €399 one-time setup
- Setup, testing and changes done by us
- Requests sent to your email
- Month to month, cancel any time
Questions clinics ask
Does it book appointments directly into our system?
Not by default. It collects the request and sends it to your team to confirm, which works with any practice management software. If your system supports online booking, we can talk about linking to it.
What happens to patient information?
The assistant only collects what's needed to call the patient back: name, phone number and the reason for the appointment. It's used only to send the request to your clinic. We'll walk you through exactly where it's stored before you decide.
Will it work on our website?
Yes. It's a small script added to your existing site. If someone else manages your website, we can send them the one line to add.
Can patients write in other languages?
Yes. It replies in the language the patient writes in, using your clinic's information.
How long does setup take?
Usually a few days from our first call. Most of that is us writing and testing the answers. Your part is one call and a quick review.
See it working on your own website
Send us your clinic's website. Within one working day we'll send you a short video of the assistant answering with your clinic's details, plus a link where you can try it yourself. Free, no obligation.
Prefer to talk? Pick a time for a 30-minute call.
Or write to hello@leadflowhq.tech.