They shortlist you before they ring
Local search, your Google Business Profile, and the website underneath both. Most of this decision is made before anyone picks up a phone.
For UK private assessment clinics
We get you new patients, answer every enquiry and book them in. Day or night.
From the first search to the booked appointment, our systems bring patients in, answer every enquiry and keep the diary full, alongside your team. Take all four, or just the part you are missing.
The enquiry, answered
Hi, do you have any appointments for an ADHD assessment?
We do. I can book you in for Thursday at 2pm, or Saturday morning if that's easier.
Saturday please.
Booked. You'll get a confirmation by text in a moment.
- 25 yearsIn digital marketing and client acquisition systems, embracing all aspects of lead generation and direct response marketing.
- Google PartnerCertified on the platform we spend your budget on, and the spend runs on your own account rather than through ours.
- ICO registeredRegistered with the Information Commissioner's Office, and covered by professional indemnity insurance.
- UK built, UK hostedYour system is built around your business and configured to match your clients and communications.
- Checkable, not claimedWe test your enquiry path ourselves, dated and timestamped, and the report is yours to keep whatever you decide.
The opportunity, quantified
Most clinic enquiries are winnable. Most are lost at the last step.
346UK clinics we calledFunnelsmiths outreach study, 2026
56.6%Reached no human at allOf 346 clinics with a logged outcome
96%Still unreachable when called backOf the 76 we tried a second time
A single missed call is an anecdote. A call that is still missed on the second attempt is a process, and a process is something you can change. See the full study. It is also why we won’t sell advertising on its own. Spending more at the top of a chain that breaks at the bottom just makes the loss bigger.
Three links, one system
Most clinics are sold one link and left holding the other two
The ad and the page are one build
Paid campaigns pointed at a funnel built to convert, not at a homepage and a hope. Never two suppliers blaming each other.
Every enquiry answered and booked
Calls, forms and messages, day or night or mid-treatment. Then reminders, rescheduling and recall, running without anyone remembering.
Three weeks of paid search at one clinic: 774 clicks, 17 enquiries. The number that matters is the 757. Paid search bought the visit. What happened next decided whether it was worth buying. The account, in full.
- 01A campaign reaches someonePaid, social or search.
- 02They call the clinicUsually outside your hours.
- 03The system answersFirst ring, every time.
- 04The appointment is bookedInto your real diary.
- 05Your CRM is updatedBefore anyone hangs up.
A marketing agency generates enquiries that then leak. An automation vendor plugs leaks in a pipeline nobody is filling. We do both, which is why there is nobody else to blame.
An enquiry is only workable while it is still hot.
The Leak Check
We find where you could be losing money between someone finding you and someone paying you. Then we show you what it would take to seal it.
A short report and a 20 minute walkthrough. Inside it:
- Where you show up for the searches that matter.
- What happens when someone tries to contact you. We test it ourselves, dated and timestamped.
- How you compare against the competitor ranking above you, on the identical test.
- What the gaps could be costing, worked out from your own figures, with the sums shown.
- The three fixes we would make first, in order of what they are worth.
The contacts we test are patient enquiries: calls, your web form, email. Including evenings and weekends.
Yours to keep, whatever you decide.
Free. No card, no access to your systems, no obligation.
What we actually do
Four parts. Take all four, or just the one you are missing.
Most people start with one. Which one depends on where the money is actually leaking, and that is rarely where you would guess: a business that thinks it needs more advertising usually needs its phone answering, and one that thinks it needs staff usually needs the chasing taken off them.
01
Marketing and lead generation
More of the right enquiries, from people already looking for what you do.
Search, Google Ads, Meta and the pages they land on, built as one job rather than bought from three suppliers who blame each other.
“The phone gets answered. It just does not ring often enough.”
See how it works02The receptionist
Every call and message answered, day or night, and booked in where it can be.
Answered in seconds, whoever gets in touch and however, then qualified and booked where your diary allows. Urgent ones still reach a person, by rules you set.
“We are busy, but we have no idea how many we miss.”
See how it works03The office manager
Booking, reminders, chasing, onboarding and follow-up, handled.
The work that never appears on a timesheet and never gets invoiced. It runs on a schedule instead of when somebody remembers.
“We win the work, and then the admin eats the margin.”
See how it works04The website
Built from scratch, fast on a phone, and hard to forget.
Not a template with your logo on. Interactive and 3D work where it earns its place, held to a speed budget the build checks.
“Ours looks like everyone else's, and it is slow.”
See how it worksThey are built to work together and they compound when they do: what the last part learns about which enquiries turned into paying clients is what makes the first part sharper next month. But you do not have to buy the whole thing to start, and we would rather fix the expensive gap than sell you four.
The method
We start with the leak that costs you most.
The free Leak Check shows you where patients and revenue are leaking out of your clinic. The S.E.A.L. System is how we seal them, starting with whichever one is costing you most, which is rarely the first.
Seen
When someone searches for your treatment, they find you, not the clinic two miles away.
We get almost everything by referral.
What that means
Your listing, your site and the answers people now get from AI assistants before they ever click. Most of the decision happens here, before anyone contacts you, and it is the part almost nobody is measuring.
Say 40 people a month search for what you do. If you are not on the first page you are not in the running for any of them: and not one of them shows up in your enquiry log, so nothing looks broken.
Enquire
Every visit has one clear, fast way to reach you. No dead ends, no buried phone numbers.
We get visitors, but hardly any of them enquire.
What that means
One obvious next step on every page, on a phone as much as a desktop. Where campaigns run, the advert and the page it lands on are built together rather than bought from two suppliers who blame each other.
100 visits to a page where the phone number is three taps down. The half-decided ones leave. They never become an enquiry, so they never appear in anything you count.
Answered
Every enquiry gets an instant response: evenings, weekends, and mid-treatment.
We are busy, but we have no idea how many we miss.
What that means
Phone, web form, email, SMS, WhatsApp, missed calls and voicemail, all answered and all landing in one place. The right ones are qualified and booked into your practice management system; anything clinical is escalated to a human rather than answered. We phoned 346 UK clinics: 56.6% reached no human at all, and of the 76 we tried again, 96% were still unreachable.
10 calls a month that nobody picks up, at an £800 average case, is £8,000. Ring back the next morning and most have booked elsewhere: the enquiry was real, the window was hours, and nobody wrote it down.
Lifetime
Booked, reminded, recalled, and every month you see exactly what it was worth.
We win them, and then the work eats the margin.
What that means
The enquiry that went quiet gets followed up on a schedule, not when somebody remembers, and the person who was interested but not ready is kept in touch with until they are. Then the part almost no clinic has: which search produced the patient, and what they were worth.
Treat 100 patients and see 15 back next year instead of 30. At £800 each that is £12,000 of repeat work you already paid to win once, and recall is the cheapest marketing you will ever run.
And what Lifetime learns makes Seen sharper every month.
Work it out
What does your leak cost?
Invented numbers, put your own in below. The shape is what matters: a leak this size never shows up in your accounts, because the money does not arrive to be missed. It is the only business cost that hides by not existing.
10calls a month nobody picks up
£800what an average case is worth
£8,000a month, booked somewhere else
Your figures
Fill in all three boxes and your figure appears here.
Most owners cannot fill in the third box. Out-of-hours behaviour is the one thing you cannot observe about your own clinic: which is exactly what the Leak Check measures, against the clinic ranking above you.
The market sells this in halves.
Marketing agencies get patients to your door, then stop. Answering tools pick up the phone, and have no idea where the caller came from or what happened next.
Buy both and you are paying two retainers for two systems that never speak: and when an enquiry goes missing, each one points at the other.
We build the chain as one thing. Found, brought to your door, then answered within seconds on phone, web form, email, SMS, missed calls and voicemail, and qualified before your team touches it.
Prices from £495 a month, ex VAT.
- Marketing and lead generationGetting found and getting chosen: search, ads, and the funnel underneath both, so the right enquiries arrive in the first place.
- The Front DeskEvery enquiry answered within seconds on phone, web form, email, SMS, missed calls and voicemail, qualified and booked into your diary, day or night.
- The Office ManagerThe admin behind the booking: confirmations, reminders, onboarding, follow-up and recall, running without anybody remembering to do it.
Take one of these, or all three. What you pay depends on how much of it you need, and the Leak Check is what settles that. Every price is ex VAT. Set up in days, not months, and no setup fee. No long contract: three months, then monthly. Advertising spend is separate and always runs on your own account.
If the Leak Check shows your leak is smaller than the fee we would quote you, we will tell you, and we won't take you on.
Honestly: you might not need us.
If your only problem is a phone that rings out, a £50-a-month answering tool will fix that, and your Leak Check report will say so. It recommends what fixes your leak, not what we sell.
Here is what an answering tool cannot do. Rank you for the treatment people search for. Bring that searcher to a page built to convert. Tell you which search produced which patient. Or show you what the clinic two miles away does when their phone rings at half five on a Friday.
That is the difference between answering the phone and running the chain.
Where clinics start
The whole chain, or the link that’s costing you most
- FreeLeak CheckWe mystery-shop your clinic the way a patient would and score where you're leaking them.
- EverythingOperations TeamThe whole chain as one system: found, brought and kept, built and run end to end.
- Front deskVirtual ReceptionistEvery call answered. The right ones qualified and booked, day, night, mid-treatment.
- Back officeVirtual Office ManagerThe chasing and the follow-up, running on a schedule rather than when somebody remembers.
Who we build for
Self-pay clinics where every enquiry is worth chasing
Proof
“We called 346 clinics. Then we called back the ones that didn’t answer. Ninety-six per cent still didn’t.”
Our own data, gathered by phoning clinics the way a patient would, not an industry statistic borrowed from somewhere else. The method and its limits are published in full, including the awkward parts.
What clinic owners ask first
Do we have to replace our reception team?
No. The system covers the hours a receptionist cannot, lunch, evenings, weekends, holidays, and the times they are already on another call. A full-time receptionist covers roughly 1,700 hours a year; patients try to reach clinics across far more than that. The gap is what we close, not the person.
Do we own the system, or are we renting it?
Partly, and it is worth being precise. Your ad accounts, phone numbers, website and patient enquiry data are registered to your clinic and stay there whatever happens. The automation runs on our shared platform, which is what makes this a monthly fee rather than a build cost. You can export your data any time, free. And if you ever want the automation in-house, we will hand it over and quote the move honestly.
How long before anything changes?
Days, not months. We measure a two-week baseline first, so improvement is judged against your own numbers rather than a promise. Nothing goes live until we can show you what it replaced.
Do we need to learn new software?
No. The system sits behind what you already use. Enquiries arrive, get answered, and land in your practice management system the way they do now. The difference shows up against your two-week baseline: the enquiries that used to go unanswered stop going unanswered.
What does it cost?
Prices start at £495 a month ex VAT, and there is no setup fee. What you pay depends on how much of it you need, and the Leak Check is what settles that. Three months, then monthly. Advertising spend is separate and always runs on your own account. The Leak Check is free and comes with no obligation: and if it shows your leak is smaller than the fee we would quote you, we will tell you, and we won’t take you on.
Can you just run our ads?
Yes, and for plenty of clinics that is the right place to start. The one thing we will check first is what happens to the enquiries once the ads start working. Advertising does not create patients, it creates enquiries, and an enquiry that rings out on a Saturday cost you exactly the same as one that got booked. If your phone is already covered, we will just run the ads. If it is not, the first few hundred pounds are better spent catching the enquiries you already get than on buying more of them.
Do you run the ads yourselves, or subcontract it?
Ourselves. The campaigns, the pages they land on and the system that answers the enquiry are one build by one team. When an agency runs the ads and somebody else runs the front desk, a lost patient is always the other supplier's fault, and nothing gets fixed.
Free · No install · No obligation
Find out what's recoverable in your clinic
We mystery-shop your clinic the way a patient would, by search, phone and web form, then show you the patients you could be winning. Scored on three things: are you found, is the enquiry answered, does anyone chase it.