Audiology CRM that follows up every hearing test
Your most valuable list is the people you tested who were not ready yet, and most clinics never contact them again. An audiology CRM confirms every hearing assessment, keeps tested-not-treated patients and upgrade-due wearers in a calm, regular follow-up, and tells your audiologist when someone is ready to talk.
For hearing clinics with 10 to 250 staff- Assessment booked by daughterMarch
- Reminder by text and callDay before
- Tested, wants to waitMarch
- 30-day check-in callApril
- Retest invitationFollowing March
- GP and ENT referrals
- Family members booking for parents
- Free hearing check ads
- Wax removal appointments
- Direct mail
- Local press
- Website forms
- Missed calls
- Community talks
- Upgrade-due wearers
A "no" at the assessment usually means "not yet"
People often wait years after they first notice a hearing problem before they book a test, and many leave the first assessment without buying. Hearing care writers have made the same point for years: the patients who leave tested but not sold are rarely lost for good. Most are still deciding, worried about cost, unsure about wearing aids or waiting for a family occasion to make it urgent. They tend to call whichever clinic kept in touch.
Most clinics do not keep in touch. They spend on attracting new enquiries while the people who already trusted them with a test hear nothing, or hear only a discount offer that makes the visit feel like a transaction. The same gap appears with existing wearers: aids are replaced every few years, but the upgrade conversation starts only when the patient walks in with a fault.
The tools add to it. The practice system holds the audiogram and the fitting, and texting, reviews, marketing and the website are often separate products, each with its own contract and dashboard. Nobody can see one patient's whole history in one place.
Tested, not treated, never called
Patients who wanted time leave the assessment and hear nothing until they think of you again.
Assessments missed
An assessment booked by a family member is forgotten, and the audiologist's hour goes empty.
Upgrades start with a fault
Wearers due for new technology are not contacted until the old aids fail.
Five tools, no single history
Texting, reviews, marketing and the website each live in a separate product.
Every assessment confirmed.
Every "not yet" kept warm.
Every upgrade on time.
Tested-not-treated patients kept close until they are ready
Patients who wanted time get a slow, respectful rhythm of contact, and your audiologist hears the moment one of them replies.
Long-term nurture and reactivation
- Trigger
Starts when
A patient leaves an assessment without going ahead, or their hearing aids reach upgrade age
Placed on the right track
Tested-not-treated, upgrade-due or lapsed aftercare, each with messages written for it.
InstantUseful updates on a slow rhythm
Plain information on living with hearing loss, trials and costs, every few months. No discount blasts.
Every 2 weeksReplies and clicks watched
Opens, clicks and replies are recorded, so the clinic knows who is warming up.
Ongoing- EngagedOpened, clicked or replied
Audiologist alerted
When a patient replies or asks about a trial, the right person is told and a call is booked.
Same dayCall-back booked
On the owner's calendar
- Done
- Quiet for 90 daysNo engagement
Annual retest invitation
Once a year, a personal invitation to check their hearing again, by post, email, text or a call.
QuarterlyReplies routed to the owner
With the history attached
- End
- EngagedOpened, clicked or replied
- Assessment attended, patient wants to waitnew
- Moved to the tested-not-treated track
- Task: 30-day check-in call by the audiologistsent
- Email: what a hearing aid trial involves
- Patient replied asking about a trialbooked
- Audiologist alerted, fitting consultation bookeddone
Illustration of a typical tested-not-treated patient followed up over a few months.
What missed hearing assessments cost, and what reminders recover
Put in your own figures. A missed assessment costs the audiologist's hour and the fitting that might have followed.
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
missed = appointments × no-show share
monthly cost = missed × your close rate × first-year value
recovered = monthly cost × relative fall in no-shows (low and high)
The reminder effect comes from two systematic reviews of clinic appointments (B-05, B-06). Sales and advice appointments may behave differently. The cost line is your own arithmetic.
Sources for the defaults. B-05: Robotham et al., "Using digital notifications to improve attendance in clinic", BMJ Open 6(10):e012116, healthcare appointments, published 24 October 2016 (source, checked 2026-10-16); B-06: Hasvold and Wootton, "Use of telephone and SMS reminders to improve attendance at hospital appointments", Journal of Telemedicine and Telecare 17(7), healthcare appointments, published October 2011 (source, checked 2026-10-16).
Worked example. 60 assessments a month, a fifth missed, a quarter of attended assessments leading to a fitting worth 5,000: 12 missed assessments and about 15,000 of fittings missed each month, of which reminders would typically recover around 3,750 to 4,340.
What an audiology CRM needs to do
Your practice and fitting software holds audiograms, clinical notes, devices and billing. The CRM runs the relationship around it: enquiries, reminders, follow-up, upgrades and reviews.
Reminders that reach the right person
Many assessments are booked by a son or daughter. Record a family contact on the enquiry, send reminders to both if the patient agrees, and add a reminder call task for patients who prefer the phone to texts.
A tested-not-treated track with a person in it
When an assessment is marked as not going ahead, the patient moves to a follow-up track: a check-in call task at 30 days, useful emails every few months and an annual retest invitation. Replies go straight to the audiologist.
Upgrade and warranty dates on the record
Store the fitting date and warranty end on each wearer. When aids reach the age you set, an invitation to try current technology goes out, by email, text or post.
Missed calls and evening enquiries answered
A missed call gets a text within seconds, and an AI voice agent can answer evening and overflow calls from your own information: what an assessment involves, how long it takes and when the next slot is.
Reviews after a good fitting
Ask for a review once the patient is settled with their aids, not on the day of fitting, and reply to every review from one place.
Referrers and campaigns you can see
Every enquiry keeps its source, whether a GP, an ENT department, direct mail or a free hearing check advert, so you can see which ones lead to fittings.
- When a wearer's aids reach four years old
- If they have agreed to hear from you
- Then send an invitation to try current technology
- And create a call task if there is no reply in two weeks
- Stop when a consultation is booked
Where hearing care follow-up pays
Each list gets its own rhythm and its own owner, and the platform tells your team who has replied.
New enquiries
Answered the same hour, by text or a call, with assessment times offered and a note on what the visit involves and how long it takes.
Tested, not treated
A personal check-in after a month, useful information every few months, and an annual retest invitation framed as monitoring, not selling.
Wearers due an upgrade
Contacted when their aids reach the age you set, with an invitation to try current technology, before the old pair fails.
Aftercare and reviews
Follow-up appointments reminded, warranty dates tracked, and a review request after a fitting that went well.
From separate add-ons to one patient relationship
Hearing clinics commonly run texting, reviews, marketing automation and the website as separate products around the practice system, each a separate contract, a separate dashboard and a separate place for things to go wrong.
The usual hearing clinic stack
- Texting and reminders in an add-on
- Reviews in a separate tool
- Marketing campaigns run by another vendor
- Tested-not-treated list in a drawer or a spreadsheet
One platform beside your practice software
- Reminders by text, email and call task from one record
- Review requests and replies in the same place
- Campaigns built on the patient history you already hold
- Every tested-not-treated patient on a follow-up track
Your practice and fitting software stays: it keeps the audiogram, clinical notes, devices and billing. The platform runs the relationship around it on one licence with unlimited users, so every audiologist, assistant and site can use it at no extra cost.
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
Lead nurturing: how it works and how to set it up
Keep in touch with leads who are not ready yet. Build lead nurturing as one workflow with a clear entry rule, paced helpful emails and an exit when they reply.
Email nurture campaign: how it works and how to set it up
Run an email nurture campaign for leads who are interested but not ready, choose who enters, space the emails sensibly and stop the moment they respond.
Reputation management for small business: how it works and how to set it up
Reputation management for small business rests on three habits: ask every client, reply to every review, and catch complaints without gating the link.
See every industry the platform is written for, or the pages for related practices: dental practices, orthodontists and fertility clinics.
Questions buyers ask
What is an audiology CRM?
It is the system that manages the relationship with patients outside the clinical record: enquiries, assessment reminders, tested-not-treated follow-up, upgrade invitations, aftercare reminders and reviews. Audiograms, clinical notes and fitting data stay in your practice and fitting software.
How should a hearing clinic follow up tested-not-treated patients?
Treat them as patients still deciding, not lost sales. Call personally about a month after the assessment, send useful information every few months rather than discounts, and invite them back once a year to check their hearing again. Record what matters to them, so the next conversation starts there.
How do we reduce missed hearing assessments?
Confirm the booking straight away with what the visit involves and how long it takes, remind the day before and on the day, and include a family contact when they booked on the patient's behalf. For patients who do not use texts, a reminder call task for the front desk works better than another message.
When should we contact patients about upgrading their hearing aids?
Before the aids fail, not after. Many clinics invite wearers to try current technology once their aids reach a set age or the warranty ends. Store the fitting date on each record and the invitation goes out on its own, only to patients who have agreed to hear from you.
Does it store audiograms or clinical notes?
No. Hearing test results, clinical notes and device data stay in your practice and fitting software. The platform holds contact details, bookings, conversations and follow-up. Check with your advisers what your data protection rules, or HIPAA in the US, require of any system holding patient contact data.
What does an audiology 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 the fittings waiting in your patient list
Bring a rough count of last year's assessments, fittings and tested-not-treated patients. On the call we look at where people stopped and tell you plainly which follow-up would pay first.
Book a strategy call
Thank you. Your request is in.
Someone will reply by email within one working day with a time for the call.
Stay in touch until patients are ready
One audiology CRM beside your practice software, with confirmed assessments, tested-not-treated follow-up and upgrades on time.