Fertility clinic CRM for new-patient enquiries
A person who has finally decided to call a fertility clinic should not reach a full voicemail or wait three days for an email. A fertility clinic CRM answers every new-patient enquiry within minutes, in a tone that fits the moment, books the initial consultation or information evening, and keeps clinical questions with your clinical team.
For fertility clinics with 10 to 250 staff- GP and gynaecologist referrals
- Website forms
- Phone calls
- Website chat
- Information evenings
- Patient support groups
- Search ads
- Second-opinion patients
- Employer fertility benefits
The first contact decides more than it should
Most people contact a fertility clinic after months of thinking about it, and many contact several clinics in the same week. Patients are advised to compare clinics and to ask for a fully costed treatment plan before they commit. So the clinic that answers first, clearly and kindly, is the one that gets the initial consultation.
That first answer is often where clinics struggle. Consultants who specialise in fertility clinic intake report that many centres do not answer new-patient calls during business hours or call back, and that most do not take the caller's details. Public patient reviews of fertility clinics describe the same thing from the other side: a new-patient line nobody picks up, callbacks that are promised and never come, being passed between reception and the nurses before a first appointment is booked.
The cause is rarely a lack of care. New-patient enquiries share a phone line and an inbox with existing patients who need results, scan times and medication questions answered today. The existing patients win, as they should, and the new enquiries wait.
New and existing patients share one line
A new-patient enquiry waits behind a day of scan, results and medication calls.
Callbacks are promised and missed
Web forms and voicemails wait days, and the person books with the clinic that answered.
Nobody owns the not-yet-ready
People who attend an information evening or ask about costs hear nothing until they call again.
No view from enquiry to consultation
The clinic cannot see which referrers, events or campaigns lead to consultations.
Every enquiry answered.
Every question routed with care.
Every consultation confirmed.
A reply within a minute, and a consultation within days
Every new-patient enquiry gets a personal first reply on the channel it came in on, with a way to book, and the new-patient coordinator sees it at once.
Instant lead response
- Trigger
Starts when
A new-patient enquiry arrives by phone, web form, chat, WhatsApp or a GP referral
Enquiry captured
The enquiry lands on the new-patient record with its source, apart from existing patient traffic.
InstantFind the contact
Match on email or phone
- New contactNot in the CRM yet
First reply sent
A warm, discreet reply with how a first consultation works and a link to book or join an information evening.
Under 60 secondsWait for an answer
Up to 2 minutes
Question type read
AI labels the question as booking, costs, what to expect or clinical. Clinical questions go to your nurses, not the AI.
Seconds- Ready to talkWants a call or a time
Call-back within 5 minutes
The owner is connected to the lead
Coordinator alerted
The new-patient coordinator gets the enquiry and the suggested next step on their phone.
InstantConsultation tracked
The enquiry is followed to a booked consultation, with its source, so nothing waits in an inbox.
Instant- Done
- Just lookingNo time yet
Moved to nurture
Useful follow-up on a rhythm
- End
- Ready to talkWants a call or a time
- Existing clientAlready in the CRM
Sent to their account owner
With the full history attached
Owner notified
By text and in the app
- End
- New contactNot in the CRM yet
- Website form: would like to book a first consultationnew
- Reply sent: how the first consultation works, with booking timessent
- Reply: asking whether they can bring their partner
- AI agent answers from the clinic's own information
- Initial consultation booked, Monday 09:30, onlinebooked
- Coordinator notified, source recorded as website
- Reminder sent with the video linkdone
Illustration of a typical evening enquiry. No medical detail is collected.
What replying after the first hour costs your clinic
Put in your own figures. People who contact several clinics in the same week tend to book with the one that answers.
Based on the figures you entered
This is your own arithmetic on the figures you entered, not a result levelpartner.ai has produced for anyone.
How this is calculated
late enquiries = enquiries × share answered after an hour
low estimate: late enquiries × (your fast booking rate − your late booking rate)
high estimate: late enquiries × (your fast booking rate − your fast rate ÷ 7)
revenue = meetings lost × your close rate × first-year value
The low end uses only your own booking rates. The high end applies the finding that enquiries reached within an hour were nearly seven times as likely to qualify (B-01). That study is from 2011, covers many sectors and describes likelihood, not a promise. Speed does not turn a poor lead into a good one.
Sources for the defaults. B-01: Oldroyd, McElheran and Elkington, "The Short Life of Online Sales Leads", Harvard Business Review (figures as quoted in SmartCompany coverage), published March 2011 (source, checked 2026-10-16).
Worked example. 100 new-patient enquiries a month, half answered after an hour, consultation booking rates of 20 in 100 (within the hour) and 10 in 100 (later), a quarter of consultations going on to treatment at 5,000: about 5 to 9 consultations a month, worth roughly 6,250 to 10,710 of treatment each month.
What a fertility clinic CRM needs to do
Your clinical system holds the patient record, the cycle, results and the patient portal. The CRM works the part before that: the enquiry, the first reply, the information evening and the consultation booking.
Separate new-patient queue
New-patient calls, forms, chats and WhatsApp messages land in their own inbox, apart from existing patients. The new-patient coordinator works one queue, and nothing is buried under a day of results calls.
AI agents with firm limits
Train the AI agent on how consultations work, your consultation fee, opening times, how to get a referral and what to bring. Tell it plainly never to give medical advice or discuss success rates, and to hand clinical questions to a person. Start in suggestion mode so your team approves every reply.
Discreet messages
People read texts on shared phones and lock screens. Write confirmations and reminders so the preview shows the clinic name and a time, not the reason for the visit, and let each person choose email or text.
Information evenings that lead somewhere
Registration, reminders, the joining link, and a follow-up afterwards with the recording and a way to book a consultation. Attendees who do not book get a gentle note a few weeks later, not a sales sequence.
Consultation fees and deposits
Take the initial consultation fee by payment link when the booking is made, and keep the payment on the record. Treatment billing stays where it is today.
A consultation pipeline you can report on
Stages for enquiry, replied, information evening, consultation booked and consultation attended, each with its source, so you can see which referrers and channels bring patients to a first appointment.
- When a new-patient message arrives
- If it is a question about booking, costs or what to expect
- Then the AI agent replies and offers consultation times
- If it is a clinical question
- Then assign to the nurse team and send a holding reply
What a fertility clinic sets up first
Everything here sits before and around the first consultation. Medical history, test results, treatment plans and clinical messages stay in your clinical system and patient portal.
A new-patient line that always answers
A separate number and inbox for new enquiries, with missed calls answered by text within seconds and an AI voice agent for overflow and evenings. It explains how a first consultation works, offers times, and hands anything clinical to your team.
Consultations and information evenings
Booking pages for initial consultations, nurse calls and online or in-clinic information evenings, with confirmations and reminders by text and email.
Gentle follow-up for people not ready yet
Plain, useful emails on what to expect and how costs work, sent on a slow rhythm, for people who asked a question and are not ready to book.
Short, careful enquiry forms
Forms that ask for contact details, preferred contact method and what the person would like to talk about, and nothing medical.
Referrers and campaigns that lead to consultations
Every enquiry keeps its source, so you can see which GP practices, events and campaigns lead to booked consultations.
From a shared line and a shared inbox to a new-patient front office
A typical clinic runs new-patient enquiries through the main phone line, a general inbox, a booking request form and a spreadsheet of callbacks. Each one is shared with the work of looking after existing patients.
The usual set-up
- New enquiries on the same line as existing patients
- Web forms in a general inbox
- Callbacks tracked on paper or a spreadsheet
- Information evening sign-ups in a separate tool
One platform beside your clinical system
- A new-patient queue with its own owner
- Every enquiry answered within minutes
- Every callback with a task and a time
- Events, bookings and follow-up on one record
Your clinical system and patient portal stay exactly as they are. The platform covers enquiries and consultations on one licence with unlimited users, so the whole new-patient team and every site can use it.
One licence, no tiers
Every feature is available on one licence, with no tiers to climb and no per-seat fees. Usage is billed as used, including WhatsApp, premium workflow steps, local listings sync and AI; implementation and custom work are priced separately and agreed before any work starts.
levelpartner.ai
€7,512
a year, the platform licence
- Every feature is available on one licence, with no tiers
- Unlimited users and unlimited contacts, no per-seat fee
- 30 hours of onboarding included, plus a 30-day check-in after launch
- Implementation beyond the included hours at €85 an hour, scoped and approved first
- Custom builds quoted to scope
- Usage billed as used: email, SMS, calls, WhatsApp, AI, premium workflow steps and local listings sync, at published rates
Guides worth reading first
AI receptionist: how it works and how to set it up
Treat an AI receptionist as one front desk across phone, chat, SMS and WhatsApp, with a shared knowledge base so every channel gives the same answer.
Missed call text back: how it works and how to set it up
Missed call text back replies to unanswered callers within seconds. Set the ring timeout, write a text that sounds human and decide where AI helps.
Unified inbox: how it works and how to set it up
Run a unified inbox where every conversation has an owner, unread means unanswered and replies happen in one place, from setup to daily checks.
See every industry the platform is written for, or the pages for related clinics: dental practices, orthodontists and hearing care and audiology clinics.
Questions buyers ask
What is a fertility clinic CRM?
It is the system that handles people before they become patients: new-patient enquiries from every channel, the first reply, information evening sign-ups, consultation booking and reminders, and reporting on where enquiries come from. The clinical record, cycles and results stay in your clinical system.
How quickly should a fertility clinic reply to a new-patient enquiry?
As fast as you can, and with a clear next step. Many people contact several clinics in the same week. A personal reply within minutes, with how the first consultation works and a way to book, is something an automated first reply can send even when the team is busy with existing patients.
Can AI answer patient questions for a fertility clinic?
Only the non-clinical ones, and only from information you give it: how to book, consultation fees, opening hours, what to bring, how referrals work. It should never give medical advice, discuss success rates or interpret results. Set those limits in its instructions, send clinical questions to your nurses, and review its replies in suggestion mode first.
Is it suitable for patient health data?
No, and it is not meant to be. Keep medical history, test results, treatment plans and clinical messages in your clinical system and patient portal. Enquiry forms should ask only for contact details and what the person would like to discuss. Your regulator and data protection rules apply to your clinic; check with your advisers what they require of any system holding enquiry contact data.
Can we track which GP practices and events bring us patients?
Yes. Every enquiry keeps its source, whether a referring practice, an information evening or a campaign, and the consultation pipeline shows which sources lead to booked and attended consultations.
What does a fertility clinic CRM cost?
The licence is €7,512 a year with unlimited users and contacts. Implementation beyond the included 30 hours is €85 an hour, agreed before any hours are billed. Email and SMS usage is billed as used at the published rates.
Find where new-patient enquiries wait
Bring last quarter's new-patient enquiries and consultations. On the call we trace where people waited and tell you plainly which fix would help first.
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Answer every person who reaches out
One fertility clinic CRM for enquiries and consultations, with clinical questions kept with your clinical team.