Fresha, Pabau, Jane and more
The AI operating system for the modern clinic
Your clinic doesn't have a marketing problem.
Your clinic doesn't have a marketing problem.
It has a sales and systems problem.
PatientFlo picks up where your marketing stops. It answers new enquiries fast, follows up until they book, and shows which ads bring in the most money.
Book a PatientFlo demo →
What our users are sayingWatch the 3-minute video
We set it all up for you. If you can use WhatsApp, you can use PatientFlo. A short form, then a 30-minute call on your own numbers.
✉
New enquiry answeredInstagram · replied in 38 s
✓
Consultation bookedTue 10:30 · reminders set
£
Patients from this adExample · tracked to what they paid
Works withFresha, Pabau, Jane and more
Fresha, Pabau, Jane and moreIf you can use WhatsApp, you can use PatientFlo. We set it all up for you.
Clinics inUK · Ireland · Canada · Australia · USA
Sound familiar?
Where you lose patients after they get in touch.
Answering DMs at 11pm. Enquiries nobody called back. Paying for ads and not knowing if they work. PatientFlo takes that off your plate.
443Leads in one month
~5%Became patients
50%No-show rate
One month · Australian dental clinic
Hundreds of enquiries came in, and about one in twenty became a patient in the chair. Half the booked appointments didn't turn up.
More leads wouldn't have fixed it. The gap was everything after the enquiry.
We're generating 400 leads a month and our booked appointments are trending down.
Every lead answered in seconds and followed up until they book or say no.
Any marketing agency: we're amazing this month, 1.4 million dollars' worth of leads generated.
Revenue from your own booking data, tracked back to the ad that brought each patient in.
I get a list from [the practice software] and I get a list from [the CRM]. There's no one linking the two.
PatientFlo joins enquiries to bookings and payments, so the two finally talk.
We actually want to know the lifetime value of the patient as the months unfold.
Return on ad spend at 30, 60 and 90 days and lifetime, by ad and by month of leads.
If I can get that power without having to spend three days in Excel, I can be an extremely effective operator.
One screen, plain English, and a line under every figure saying what to do next.
We don't just want leads for leads' sake.
Ads judged on booked, paying patients, on a dashboard you can check any time.
Real quotes from clinic owners on calls with us. We shortened them and took out names.
Guessing vs knowing
What your current tools miss.
Most marketing software stops at clicks and leads. PatientFlo follows each lead all the way to what they paid.
Traditional marketing software
PatientFlo
Success means
The cheapest cost per lead
What each patient pays you over time
When a lead comes in
Left in an inbox for your team to chase
Answered in seconds, then followed up until they book
Consultations
Nobody knows how many turn into sales
Tracked from first message to treatment sold
No-shows
Just part of the job
Reminders that cut them, and rebooking when they happen
Past patients
Not tracked
Invited back, reminded and signed up to memberships
Judging an ad
On the first 30 days
At 30, 60 and 90 days and over each patient's time with you
Reporting
A monthly PDF of clicks
A live dashboard with money made and what to fix next
How it works
Elite sales insight, built into AI-enabled software.
Plenty of tools store your leads. PatientFlo joins them to your ads and your booking system, so you can see which ones actually pay.
WhatsApp
Instagram
Facebook
Meta and Google ads
Website forms and chat
Fresha, Pabau, Jane and moreMessages, ads and booking data
AI-ENABLEDPatientFlo
Return on ad spend by adWhich ads pay at 30, 60, 90 days and lifetime
Ready to spend more?A clear YES or NOT YET before you raise budget
Real buyersBuyers split out from likes and comments
Who is waiting right nowEvery lead still waiting for a reply
Ask your dashboardPlain answers from your own numbers
Every number traceableShows where it came from, so you can check it
The software
Take the tour.
Scroll through the six things PatientFlo does for your clinic every day. One login, on a computer or a phone.
Book a PatientFlo demo →30 minutes on your own numbers.
Know which ads pay before you raise spend
See what every ad earns at 30, 60 and 90 days and over each patient's whole time with you. We use your Meta ads and your booking system.
- Ready to spend more? A clear YES or NOT YET from five checks on your own figures, such as return at 90 days and how many leads are still waiting. So nobody talks you into a bigger budget.
- Every number traceable. Each one shows where it came from, so you can check it yourself.
- Real buyers. People who filled in a form, messaged or rang. Not people who just liked a post.
New enquiries answered in seconds, wherever they come from
Instagram, Facebook, WhatsApp, texts, emails and web chat all land in one inbox. An AI assistant that knows your treatments and prices replies first, in your clinic's voice. Then your team takes over.
- Replies at 2am, on Sundays and mid-treatment
- Answers simple questions, and passes medical ones to your team
- You can see who is still waiting for a reply, and which hours leads wait longest
Followed up until they book, then tracked until they buy
Your team can see every lead in one place. Follow-ups go out until people book or say no. Reminders cut no-shows. And you can see how many consultations turn into sales.
- Simple stages: new, contacted, consultation, sold
- Follow-up sequences on text, WhatsApp and email
- Front desk training through the Clinic Success Academy
Bring past patients back before you buy new ones
Your past patients are the cheapest money you can make. PatientFlo invites them back, reminds them when a treatment is due, and helps you run memberships for steady monthly income.
- Win-back messages people can reply to and book
- Reminders when each treatment is due again
- Memberships tracked with everything else
AI-enabled from the first message to the tenth visit
The AI assistant answers new enquiries in your clinic's voice. AI insights answer your questions from your own figures, and show where each answer came from.
AI
PatientFlo AI assistantInstagram · replying for your clinic
ExampleHi, do you do laser skin treatments? Wondering what the process is.
Hi Sarah, yes we do. It starts with a consultation where the practitioner looks at your skin and talks you through your options and pricing. Would Tuesday morning or Thursday evening suit you better?
Tuesday please!
Lovely, you're booked in for Tuesday at 10:30. We'll send you a reminder the day before.
✓ Consultation booked · reminders set
AI
Ask your dashboardAI insights · from your own figures
Example?Which ad brings us the most valuable patients?
Ad B · Laser course. Its leads cost more and take longer to book.12 Over a patient's lifetime, it returns 16x what you spend on it.2 Keep it running, and judge it at 90 days and over the lifetime of each patient.3
- 1 · Meta adsSpend and cost per lead, by ad
- 2 · Booking dataRevenue by the month a patient first got in touch
- 3 · PatientFloReturn on ad spend at 30, 60 and 90 days and lifetime
Uses the illustrative laser example from earlier on this page.
Know what your competitors are doing, and where you can win
Every fortnight, PatientFlo checks the clinics near you, using public information about clinics near you. See what they do well that you can learn from, and the gaps you can win on.
- Reviews. How many Google reviews each clinic has, and how fast they're getting new ones
- Offers and ads. What they're running on Meta and Google right now, and what they charge
- Search demand. What people near you search for each month, so you run campaigns at the peaks
- Gaps to win. Things your competitors don't offer that you could, and local businesses worth partnering with
Market intelligenceExampleRefreshed every fortnight
| Clinic | New reviews a month | Offers running | Gap you could win |
|---|---|---|---|
| Competitor A | 9 | 3 on Meta | No evening appointments |
| Competitor B | 4 | 1 on Google | Few reviews for skin treatments |
| Competitor C | 2 | None | No membership plan |
| Your clinic | 6 | 2 on Meta | Top search this month: skin boosters |
Made-up example. Your report uses public information about clinics near you.
Book a PatientFlo demo →
See it running on your own clinic's numbers.
Your competitive edge
In the age of AI, the clinics with the best data win.
They know which ads bring the most valuable patients. They answer first and follow up best. Everyone else is guessing.
The cost-per-lead trap
Cost per lead is the wrong number.
A cheap lead that never pays is expensive. A dearer lead who comes back for three courses is the best money you spend.
Take two ads that both work. The skin booster offer brings leads at £18. The laser course costs £45 a lead, so after 30 days it looks like the weaker one. Laser patients take longer to decide, then book a course and come back.
The real money isn't in the initial month.Tomás O'Dwyer · Founder, Clinic Success Partners
Return on ad spend, by ad
Ad A · Skin booster offer£18 per lead
Ad B · Laser course£45 per lead
Show the full breakdown
By month of leadsAll ads, blended
| Leads from | 30 days | 60 days | 90 days |
|---|---|---|---|
| June | 2.4x | 4.1x | 6.2x |
| July | 2.6x | 4.4x | not yet |
| August | 2.2x | not yet | not yet |
Cost to win a paying patient (all ads)£142
What that patient pays over time£1,180
For every £1 you spend winning a patient, you get back£8.30
This is a made-up example to show how it works. It works the same in €, A$, CA$ or US$. Your real numbers come from your booking system, Meta and PatientFlo.
Book a PatientFlo demo →
See your own ads judged this way.
Results
What users say.
Past results. Every clinic is different.
The Clinic Success Partners ecosystem
One ecosystem. Four ways to grow your clinic.
PatientFlo is our software. The same team also offers services, training and a podcast. Use the software on its own, or add the rest.
PatientFlo users in🇬🇧 UK🇮🇪 Ireland🇨🇦 Canada🇦🇺 Australia🇺🇸 USA
Software
PatientFlo
Our AI software. It replies to leads, follows them up, and shows what your ads earn.
Services
Growth Partners
Our consultants work with you on pricing, offers, memberships and sales systems, and our team runs your ads, SEO and website. The goal is a clinic that runs without you, and a sellable asset that could be worth millions.
Training
Clinic Success Academy
A private course and community for clinic owners and their teams. Learn how to book and close more patients. You apply to join, and we only accept clinics that fit.
Podcast
Clinic Success Secrets
Free chats with clinic owners about what is growing their clinics right now.
By application
PatientFlo is for clinics ready to grow.
It's for owners who already get enquiries and want more of them to become paying patients. You apply first, so every clinic gets set up properly. If it isn't a fit yet, we'll tell you on the call.
Book a PatientFlo demo →
Book a friendly 30-minute call to see if PatientFlo is right for your clinic.
Questions owners ask
Straight answers.
Anything else, ask our team on the call.
Is it hard to use?
If you can use WhatsApp, you can use PatientFlo. Every message lands in one inbox, on desktop or the mobile app, and we set everything up before your team logs in.
Where do the numbers come from?
Three places: your Meta ad account (spend and cost per lead), PatientFlo (every enquiry, message and booking) and your booking system (what each patient paid). Each lead is matched to the ad it came from, then to what that patient pays. Anything we can't match is shown as unmatched, never guessed. Google Ads spend can be added too; ask us on the demo what that covers for your account.
What will the demo show me?
Your own enquiries and ad spend, laid out the way PatientFlo reports them, what connecting your booking system involves, and the price. If it isn't a fit, we'll say so.
What does it cost?
The software and any services are priced separately. We go through both on the call once we have seen your numbers, so the price fits your clinic.
Is PatientFlo software or an agency?
PatientFlo is software. It gives your clinic one login for your inbox, AI assistant, follow-ups and money dashboard, on a computer or phone. It comes from Clinic Success Partners. You can use the software on its own, or have our team run your ads too.
Do I have to change my booking software?
No. PatientFlo works with Fresha, Pabau, Jane and more. Using something else? Ask us on the demo. It handles enquiries, follow-ups and reminders, and reads your booking data to work out money made. Your diary stays where it is. Some systems connect directly and some by a regular export. We'll tell you which yours is on the demo.
How do I know the numbers are right?
Every number shows where it came from: your Meta ad account, PatientFlo or your booking system. You can open any of them and check it yourself. If we can't match a sale to an ad, we show it as unmatched rather than guess.
I'm not good with technology. Will I cope?
Yes. We set everything up, show your team how it works, and go through your numbers with you every month. If you can use WhatsApp, you can use PatientFlo, and you're never left to work it out alone.
Can I use PatientFlo myself, without your team?
Yes. You get the full software in your own login. Reach out to our team and we'll get you started, and we can teach your team to run it in-house. Most clinics also have us set it up and train the AI, because that's where the quick wins are.
Does the AI replace my team calling leads?
No. The AI is the safety net. Best practice is still to call new enquiries within five minutes, and PatientFlo shows your team exactly who needs a call. When nobody can get to the phone, the AI makes sure the lead still hears back in seconds.
More questions
Does the AI sound like a robot?
It's trained on your treatments, prices and policies and writes in your clinic's voice. When a question needs a person, it hands over to your team rather than guessing.
My team is small. Will this add work?
It takes work off them. The AI assistant has the first conversation, follow-ups send themselves, and your team only steps in for people ready to book.
Is it compliant for a clinic?
Messages follow the advertising rules for clinics in each country we work in, including rules on prescription-only treatments. Your patient data stays in your own account. The money dashboard shows totals, not patient records.
Find out where your clinic is leaking revenue.
Book a call with our team to see if your clinic qualifies. It takes 30 minutes, on your own numbers. If PatientFlo isn't right for you, we'll tell you what is.
Book a demo
A short form, then 30 minutes with us on your numbers.
We set PatientFlo up
We connect your channels, train the AI and build your dashboard.
You watch it work
Leads get answered and booked. We go through the numbers with you every month.
Book a PatientFlo demo →
A short application, then pick a time. No obligation.