Overview
Your clinic’s capacity is limited. Your patient communication shouldn’t be. Marketing automation lets you reduce no-shows, boost reappointment rates, support grant outreach, improve care plan adherence, and keep patients engaged year-round — without piling more work on your front desk.
What we automate (safely)
- Appointment reminders — email and SMS notifications with opt-in tracking, plus follow-up flows for rescheduling, prep instructions, and telehealth logins
- Health education campaigns — timely, seasonal education (flu shots, screenings, wellness tips) with auto-enrollment in language-specific tracks
- Form completion and intake nudges — automated reminders to complete forms, submit documents, or finish required screenings
- New patient welcome sequences — onboarding flows that explain what to expect, link to services and FAQs, and surface clinic hours
- Community outreach and grant goals — pre-built campaigns aligned to HRSA or grant-driven outreach, with engagement metrics ready for federal reporting
HIPAA compliance built in
Every workflow is built on HIPAA-compliant platforms with full opt-in capture and logged consent. No PHI appears in subject lines, triggers, or insecure environments. Everything aligns with current OCR guidance on marketing and patient communication.
Our process
- Audit your current communication process
- Map your patient lifecycle and clinic goals
- Build automated workflows with compliant templates
- Train your staff to review, update, and manage the automations
- Monitor performance and compliance monthly
Outcomes you can expect
- No-show rates drop 20–30% within the first quarter of automated reminders
- Hours per week returned to clinical and front-desk staff
- Documented, reportable patient touchpoints for grants and federal reporting
Common questions
Do you use tools like Mailchimp or Constant Contact?
We work with HIPAA-compliant platforms — Paubox, LuxSci, and specialized clinic CRMs. We pick the platform based on your clinic’s security and integration needs, not on agency preference.
Is SMS allowed under HIPAA?
Yes — with proper consent and the right delivery method. All messages are opt-in, content-limited, and logged for audit.
Can these systems integrate with our EHR?
In many cases, yes. We can trigger outreach based on appointments, service lines, or patient demographics surfaced from your EHR.