The GrowthOS Map
The patient journey, and every place it leaks.
Patient leakage rarely happens in one place. It happens in the gaps between stages: the search that never finds you, the inquiry nobody answers, the consult that never becomes a commitment, the embryos that stay in storage while the patient goes quiet. The GrowthOS Map names 8 stages and 10 leaks, and the 47 modules that close them. Your onboarding, your reports and your Leak Map all follow it.
Before the journey
Set up the basics
Domains, sending email, texting registration, integrations and your team are set up and verified against the live systems before any stage turns on. Your existing website forms start sending leads in on day one.
- Connect the forms and campaigns you already run
- Verify domains, email and texting registration
- Train the AI on your clinic, services and voice
- Turn on each stage of the Map, in order
Works with what you run today
CRM
- Salesforce
- HubSpot
- GoHighLevel
- Zoho
- Keap
EHR AND PRACTICE SYSTEMS
- ModMed
- Bloomic
- Artisan
- VRepro
- SIGHA
- MedITEX
- Veracity
- Tebra
- IMS
- nAble
- OptiMantra
- Solux
Don't see yours? We build the interface to any EHR.
Replace your CRM, migrate at your own pace, or run GrowthOS alongside it. The AI works inside Salesforce, HubSpot and GoHighLevel conversations either way.
What every stage stands on
BAA with the contract
Signed in the same package as the services agreement; PHI encrypted at rest and isolated per clinic.
GDPR and UK GDPR
DPA, sub-processor register, breach notice and patient data rights handled in the platform.
EHR and CRM integrations
Fertility EHRs and Salesforce kept in sync, so staff work in one place.
Network and multi-location
Every location reports against the same definitions; records stay separate.
The scorecard
The clinic's own stages and targets, graded green or red every morning.
Server-side attribution
Our own conversion pipeline; nothing identifying leaves for an ad platform.
Consent and opt-out enforced
Every channel checks consent and unsubscribe before it sends.
Agents under control
The clinic decides which agents run and what they touch; every run is logged.
Stage 1
Get found
- The Invisible Clinic.
You never show up at the search. The right patients never find you, and the ads meant to reach them run unwatched.
“I'm comparing clinics at 11pm and reading everything.”
WHAT GOOD LOOKS LIKE
Every service line has a campaign in market and a page that sounds like the clinic, and every dollar is attributed without sending health data to an ad platform.
HOW GROWTHOS CLOSES IT
Campaigns drafts the landing page, emails, texts and ads together. Ads Manager watches spend against booked consults, not clicks, without sending health data to an ad platform. Outreach reaches referring doctors and partner practices.
No benchmark we trust yet for how many patients never find a clinic. GrowthOS attribution data can produce one.
Modules in this stage (8)
Campaign engine
One brief in; landing page, Google and Meta ads, email, SMS and WhatsApp out, in the clinic's own voice.
Ads Manager and AI Ad Optimizer
Google and Meta campaigns with wasted-spend detection and fixes you approve.
Landing pages
Service pages in the clinic's colors and voice, on its own domain, edited by chatting with them.
Quiz funnels
Candidacy quizzes that give the patient a useful answer and sort every lead hot, warm or cold into the right stage and follow up.
Events
Seminars, open houses and webinars with registration, reminders and attendance, rolling to the next date on their own.
Website management and SEO
Page edits, new pages, and compliance monitoring on the clinic's own site.
Doctor referral campaigns
Referring doctors send patients in; the doctor is thanked and optionally nurtured.
Server-side conversion tracking
Every lead attributed to the click that earned it, with nothing identifying sent to ad platforms.
Stage 2
First response
- The Form That Kills. Capture that quietly loses people.
- The 13-Hour Patient. First reply comes far too late.
An inquiry lands at 9pm and waits until morning. By then the patient has booked with the clinic that answered first.
“I filled out the form. Is anyone there?”
WHAT GOOD LOOKS LIKE
Every inquiry answered in under 60 seconds, on the channel the patient chose, at any hour.
HOW GROWTHOS CLOSES IT
The AI front desk answers every message in seconds, on text, WhatsApp, web chat, email and social, in your voice. The forms already on your website feed straight in. It qualifies, books on your real calendar and hands off with the full history.
2 sec
median GrowthOS first reply to a patient message. About 94% are answered in under a minute.
Live GrowthOS data, active clinic accounts, last 90 days
Modules in this stage (7)
Website lead sources
The forms already on the clinic's website send every inquiry into GrowthOS, so follow up starts on day one.
AI front desk
Answers web chat, SMS, email, WhatsApp, Messenger and Instagram in seconds, day or night, trained on the clinic.
Voice AIADD-ON
Answers and books phone calls 24/7 in a natural voice. An add-on to any plan.
Phone trees
The clinic designs its own call flow: greeting, menu, business-hours routing, and where every call ends up.
Call intelligence
Every recorded call transcribed and analyzed: new patient or not, what they asked about, whether they booked, and why not.
Forms and lead scoring
Every submission becomes a contact, a deal and a sequence the moment it lands, and can be qualified red, yellow or green with its own rules or the Qualification Agent's.
AI lead discovery
Finds patient inquiries sitting in the clinic's Gmail and puts them in the pipeline.
Stage 3
Nurture and qualify
- The Silent Middle. No nurture between touchpoints.
Patients who are not ready today never hear from you again.
“I'm not ready yet. Don't forget me, and don't spam me.”
WHAT GOOD LOOKS LIKE
Every lead is qualified with the clinic's own questions, on forms and in chat, and every lead has an owner, a next step and a message written for where they are. Dormant lists get worked, not deleted.
HOW GROWTHOS CLOSES IT
Sequences follow up over days and weeks on every channel. The Qualification Agent checks fit with your own questions, on forms and in chat. Reactivation works the dormant list instead of deleting it.
Modules in this stage (7)
Email and SMS sequences
Written for the stage the patient is in, and stopped the moment they reply or book.
Qualification Agent
Every account has one, blank and switched off until the clinic names it, adds its own questions and red and yellow rules, and turns it on. The same questions and rules can run on forms.
Unified inbox with contact owners
One thread per patient across every channel, an owner on every lead, and team chat beside it.
Follow-up reminders
Surfaces every patient who has gone too long without a contact, by pipeline stage.
Reactivation campaigns
Works the dormant list the clinic already paid for, once, on purpose.
Newsletters
Drag-and-drop email to the whole list, with unsubscribe and consent enforced.
Workflows and automations
Trigger-based workflows with branches that send, tag, move, enroll, book and alert, so repeatable steps stop depending on memory.
Stage 4
Book and show up
- The Empty Chair. Booked consults that never show.
The consult is booked, then missed, and nobody follows up.
“Let me pick a time, and remind me.”
WHAT GOOD LOOKS LIKE
Booking takes one conversation, every appointment gets reminders on the patient's channel, and nobody arrives as a stranger.
HOW GROWTHOS CLOSES IT
Appointments syncs every booking and sends reminders on the channel the patient chose. AI Staff hands your team a written briefing before each consult. The Waiting Room and Telehealth run the visit itself.
34%
average relative drop in missed appointments when phone or SMS reminders are sent (29 studies).
Hasvold and Wootton, J Telemed Telecare, 2011.
Modules in this stage (6)
Booking and appointment automations
Self-serve scheduling, reminders on every channel, and follow-up when someone does not show.
Consult Booking Agent
Checks real availability, books, and writes it back to the calendar and the EHR.
Patient Onboarding Agent
A pre-visit message written to what that patient actually said.
Patient Waiting RoomADD-ON
Patients see their place in line and their wait on their own phone.
Telehealth and virtual visitsADD-ON
Video consults with transcription, inside the same record.
Cross-location recognition
A patient who contacts the wrong location is recognized, and the right team is alerted.
Stage 5
Consult to commitment
- The Consult Cliff. Consult happens, commitment doesn't.
- The Money Stall. Cost and financing stall the yes.
The consult happens, the commitment does not. Paperwork, records and cost stall the yes.
“I understand the plan. Now I have to decide, and pay.”
WHAT GOOD LOOKS LIKE
Nobody leaves a consult without a next step. Consent is done before the visit, and a stalled decision is flagged before it goes cold.
HOW GROWTHOS CLOSES IT
Pipeline flags a stalled decision before it goes cold. ChartAI requests outside records for you. Consent sends documents and education before the visit. Invoicing sends a payment link.
39%
of the reasons patients give for stopping fertility treatment are postponement (22 studies, 21,453 patients).
Gameiro et al., Hum Reprod Update, 2012.
Modules in this stage (6)
Pipelines with leak stages
Every stalled decision flagged by stage, with the clinic's own playbook for each one.
Leak Stages
One page for every place patients go quiet: the follow-up timing and wording for each, the clinic's own additions, and which pipeline stages use them.
Consent and educationADD-ON
Multi-party consent with the education video, finished on a phone before the visit.
ChartAI records retrieval
Outside medical records requested and organized before the consult.
Billing automation
A pipeline stage sends the invoice or payment link by email and SMS the moment a patient enters it, and the payment lands on the same record.
Stage-to-stage timing
Every stage change is kept permanently with when it happened and who or what made it, so you can see how long patients take from lead to consult to treatment, and why the ones who stop do not go ahead.
Stage 6
In treatment
- The Mid-Journey Walkaway. Patients drift mid-treatment.
A cycle-timed test is missed, the cycle slips a month, or the patient quietly stops.
“This is hard. I need to know what happens next.”
WHAT GOOD LOOKS LIKE
No cycle-timed test is missed, and every escalation reaches a person with context in minutes.
HOW GROWTHOS CLOSES IT
Cycle Coordinator works out when each patient is due, books the test in the right window and checks in until it is done. Escalations reach a person with context in minutes.
19%
of the reasons patients give for stopping are organizational or clinic problems.
Gameiro et al., Hum Reprod Update, 2012.
Modules in this stage (4)
Cycle and Treatment Coordinator
Cycle-timed tests booked inside their window for fertility clinics, and timed plans for any treatment in every clinic, drafted from the clinic's own protocol and started from a pipeline stage.
Crisis Triage Agent
Builds a one-page briefing from the patient's history and pages staff. It never gives clinical advice.
EHR integrations
Appointments and records kept in sync with the clinic's existing system.
GrowthOS mobile app
Staff answer patients from their phone, with the full thread and chart context.
Stage 7
After the cycle
- The Full Tank. Eggs and embryos stored, patient gone quiet.
Eggs and embryos sit in your tanks for years while the patient goes quiet.
“I have embryos frozen. I'm not ready to decide.”
WHAT GOOD LOOKS LIKE
Every stored specimen has an owner, a renewal date, and a patient who heard from the clinic this year.
HOW GROWTHOS CLOSES IT
Keep records what each patient has stored, reaches out on anniversaries and renewal dates, and gives patients a secure link to decide what comes next. It pauses after a loss and logs every touch.
52.5%
of US fresh IVF cycles that froze embryos never had a later frozen transfer.
Christianson et al., F&S Reports, 2020.
5.7%
of egg-freezing patients came back to use their eggs within 5 to 7 years.
Lee et al., Am J Obstet Gynecol, 2025.
39%
of patients with stored embryos report high conflict over what to do with them.
Lyerly et al., Human Reproduction, 2011.
Modules in this stage (4)
What each patient has with you
Eggs, embryos, sperm or tissue for fertility clinics, prepaid packages and memberships for other specialties: what each patient has, where it is kept and when it renews or expires. Imported, entered by hand, or added when an invoice is paid.
Storage and return outreach
A note before storage renews or a package expires, and a check-in on the schedule you choose. Paused after a known loss until a person reviews.
A private link for every patient
Opened with a date of birth check, it shows what is being kept for the patient. One tap asks your team to talk about using it, and the request lands on the Requests tab.
Results you can publish
Patients reached, links opened, requests made and patients who came back, logged touch by touch in a structure built for publication.
Stage 8
Advocate and return
- The Forgotten Graduate. No alumni, reviews, or referrals.
Happy patients are never asked for a review, a referral or a return visit.
“They were there for me. I'll tell people.”
WHAT GOOD LOOKS LIKE
Every good outcome gets a review ask at the right moment, every referrer is thanked, and alumni hear from the clinic.
HOW GROWTHOS CLOSES IT
Reviews brings your Google reviews into one place with AI-drafted replies and asks for new ones at the right pipeline stage. Referral Accounts tracks and thanks the doctors who send you patients.
No benchmark we trust yet for alumni referral or return rates. The Patient Continuity research log is built to measure it.
Modules in this stage (5)
Google reviews and replies
Import every review and answer it with an AI draft the clinic approves.
Review requests from pipeline stages
The clinic picks the stage that sends the review link, what it says, and when it resends.
Referral asks and doctor thank-yous
Patients and referring doctors are thanked and asked at the right moment.
Alumni journeys and retargeting
Outcome-aware re-engagement, so a graduate hears from the clinic without a sales pitch.
Newsletters to alumni
The same drag-and-drop newsletters keep graduates close to the clinic between visits.
Around the journey
Measure
Reports, funnel stages and goals time every stage of the Map, so you see where patients wait and where they leave. These are the numbers GrowthOS tracks for each stage.
- 1. Get found
- Leads by source
- Cost per lead
- Cost per booked consult
- 2. First response
- Time to first reply
- After-hours inquiries answered
- Missed-call rate
- 3. Nurture and qualify
- Inquiry to booked consult
- Leads qualified green, yellow or red
- Leads with no next step
- Reactivated leads
- 4. Book and show up
- Show rate
- Days from inquiry to consult
- No-show recovery
- 5. Consult to commitment
- Consult to treatment
- Days from consult to start
- Deals in a leak stage
- 6. In treatment
- Missed test windows
- Escalations resolved
- Mid-treatment discontinuation
- 7. After the cycle
- Return for transfer
- Documented dispositions
- Time to reply
- 8. Advocate and return
- Reviews per month
- Referred patients
- Returning patients
Sources
- Hasvold PE, Wootton R. Use of telephone and SMS reminders to improve attendance at hospital appointments: a systematic review. J Telemed Telecare 2011;17(7):358-64. doi:10.1258/jtt.2011.110707
- Gameiro S, Boivin J, Peronace L, Verhaak CM. Why do patients discontinue fertility treatment? A systematic review. Hum Reprod Update 2012;18(6):652-69. doi:10.1093/humupd/dms031
- Christianson MS, Stern JE, Sun F, et al. Embryo cryopreservation and utilization in the United States from 2004-2013. F&S Reports 2020;1(2):71-77. doi:10.1016/j.xfre.2020.05.010
- Lee MB, Siavoshi M, Kwan L, Kroener L. Elective fertility preservation: a national database study on trends in oocyte cryopreservation and oocyte utilization. Am J Obstet Gynecol 2025;234(2):432-439. doi:10.1016/j.ajog.2025.08.032
- Lyerly AD, Nakagawa S, Kuppermann M. Decisional conflict and the disposition of frozen embryos: implications for informed consent. Hum Reprod 2011;26(3):646-54. doi:10.1093/humrep/deq368
- Platform figures: live GrowthOS data for active clinic accounts, last 90 days, refreshed daily.
Where does your clinic leak?
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