Instant Engagement
Automated outreach fires the moment a referral comes in. No delays, no missed windows.
Fully Automated New Client Referral Outreach
Stop Losing Referrals to Slow Follow-Up
Turn every incoming referral into a booked appointment, automatically.
New patient and doctor referrals are time-sensitive. Every hour without a response is an hour another practice uses to win that patient over. Perform Practice Solutions' Fully Automated New Client Referral Outreach eliminates the lag entirely, instantly engaging, nurturing, and converting referrals before your team needs to get involved.
- Instant outreach
- Text, email & voice
- Built to convert
Multi-Channel Follow-Up
Reach referrals by text, email, and voice, wherever they are most likely to respond.
Conversion-Optimized
Proven sequences built to turn cold leads into confirmed, scheduled appointments.
Meet the Team
Five agents. Five distinct hires.
AVA
Account and Voice Assistant
Practice-wide
Meet AVA
Rosa
Referral Outreach & Scheduling Assistant
Referral coordinators
Meet Rosa
Vera
Visitor Engagement & Response Assistant
Website patients
Meet Vera
Rex
Reception Efficiency eXpert
Front desk staff
Meet Rex
Cora
Communication Outreach & Response Assistant
Practice managers
Meet Cora
AVA — handles billing & account management calls
- A Account
- V Voice
- A Assistant
Answers patients' billing calls, explains what they owe, and connects them to the right person.
Meet AVAI verified the caller, explained the balance, and sent a secure payment link.
Sample voice line
ROSA — lives inside your EMR
- R Referral
- O Outreach
- S Scheduling
- A Assistant
Follows up on new referrals and books those patients in before they get missed.
Meet RosaI caught a new referral, reached out to the patient, and got them on the calendar.
Sample voice line
VERA — embedded on the practice website
- V Visitor Engagement
- R Response
- A Assistant
Chats with visitors on your website, answers their questions, and books appointments on the spot.
Meet VeraHi, I'm Vera. Ask me anything, or I can get you booked in right now.
Sample voice line
REX — runs front-desk workflows
- R Reception
- E Efficiency
- X eXpert
Handles front-desk paperwork, like intake forms, so your staff can focus on patients.
Meet RexI cleared the intake queue and flagged two forms that need a signature.
Sample voice line
CORA — runs text & phone automation
- C Communication
- O Outreach
- R & Response
- A Assistant
Sends texts and handles calls to confirm appointments and keep patients updated, day or night.
Meet CoraConfirmed 14 appointments by text overnight — no missed calls.
Sample voice line
The Workflow
From Referral to Booked, Hands-Free
A fully automated workflow that handles the follow-up so your team does not have to.
The moment a referral lands, whether from a physician, a current patient, or an online inquiry, our system takes over. Instant personalized outreach goes out, follow-up sequences kick in, and the referral is guided all the way to a scheduled appointment. Your staff stays focused on patient care. We handle everything in between.
-
01
Referral Received
A new referral triggers the workflow instantly. No manual action required.
-
02
Automated Outreach
A personalized message goes out within seconds via text, email, or voicemail drop.
-
03
Nurture Sequence
If there is no response, timed follow-ups continue across channels over the next 48 to 72 hours.
-
04
Appointment Booked
Once engaged, the referral is guided directly to scheduling, confirmed and locked in.
Growth Stack
Our Most Popular Growth Stack
Meta and Google Ads + Automated Outreach: The fastest way to fill your schedule.
For practices ready to grow, our top-performing workflow pairs paid advertising with fully automated outreach into one seamless system. Meta and Google Ads drive a steady stream of qualified new patient leads directly into your pipeline, and the moment a lead submits their information, automated outreach takes over.
No waiting. No manual follow-up. No leads falling through the cracks.
Meta and Google Ads
Targeted ad campaigns built specifically for healthcare, driving new patient inquiries at a predictable, scalable cost.
Automated Lead Outreach
Every new lead receives an instant, personalized message, starting a conversation before your competitors even see the inquiry.
Conversion Sequences
Multi-step follow-up via text and email keeps leads engaged until they book, without a single manual touchpoint from your team.
This stack is built for practices that want more than visibility. It is for practices that want a full pipeline, a packed schedule, and a system that works even when the office is closed.
FAQs
Frequently Asked Questions
Within seconds. The moment a referral is received, whether from a physician's office, an online form, or a current patient, the system fires an initial outreach message automatically. Speed is everything in referral conversion, and this workflow is built around that reality.
Yes. The workflow can be configured to handle both incoming patient self-referrals and physician-to-practice referrals, with messaging tailored appropriately for each audience.
The system does not stop after one touch. A multi-step follow-up sequence runs automatically over the following 48 to 72 hours, varying by channel and message content, until the lead either responds or is marked inactive.
No. The automated outreach workflow functions with any lead source: physician referrals, walk-ins, existing patient referrals, or website inquiries. Pairing it with our Meta and Google Ads stack is optional but significantly amplifies volume.
Book a free discovery call with our team. We will walk through your current referral process, identify where leads are being lost, and show you exactly how the automated workflow would fit your practice.
Book Your Free Discovery Call
Let's build your referral system — so every lead gets an instant response and a clear path to a booked appointment.
Let’s Chat
Book your free discovery call
Tell us about your referral sources and follow-up process. We’ll show you how automated outreach can fill your schedule faster.
Call us
(833) 764-0178
(833) 764-0178
Office
1050 East Flamingo Rd, Suite 107-2470 Las Vegas, NV 89119
1050 East Flamingo Rd, Suite 107-2470 Las Vegas, NV 89119
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