The GrowthOS Map
No patient falls through the cracks, from first search to years after treatment.
When clinics get busy, patients stop hearing from you. Patient leakage happens in the gaps between stages: the inquiry nobody answers, the consult that never becomes a commitment, the embryos that stay in storage while the patient goes quiet. GrowthOS automates everything that happens to a patient outside the lab, across eight stages, so you get more patients and more revenue in less staff time.
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 from the first day.
- 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.
Your team stays in 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.
You don't show up when patients search. The right patients never find you, and nobody can tell which ad spend brought one in.
“I'm comparing clinics at 11pm and reading everything.”
WHAT GOOD LOOKS LIKE
Every service line has its own page and, where the clinic advertises, a campaign tracked to booked consults, and every dollar is attributed without sending health data to an ad platform.
HOW GROWTHOS CLOSES IT
Campaign builder drafts the landing page, ad copy for your own ad accounts, and follow-up messages for people who inquire, for your team to review. Ads Manager connects your clinic's own Google and Meta ad accounts and measures spend against booked consults, not clicks, without sending health data to an ad platform. Referral Partners tracks the referring doctors and partner practices your team already works with.
No benchmark we trust yet for how many patients never find a clinic. GrowthOS attribution data can produce one.
What runs automatically (7)
Campaign builder
One brief in: a landing page, ad copy for your own Google and Meta accounts, and consent-based follow-up messages for people who inquire, drafted for your team to review.
Ads Manager
Connects your clinic's own Google and Meta ad accounts, flags wasted spend and suggests fixes your team approves.
Landing pages
Service pages in the clinic's colors, tone and wording, on its own domain, edited by chatting with them.
Quiz funnels
Intake quizzes that collect the patient's answers and route the inquiry to your team, sorting every lead hot, warm or cold into the right stage for follow-up.
Events
Seminars, open houses and webinars with registration, reminders and attendance, rolling to the next date on their own.
Referral Partners
Referring doctors send patients in and are thanked automatically. A CRM for your physician liaison team: every referring practice with its visits, notes, follow-ups and the patients it sends, plus HubSpot import.
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. Forms and calls that never reach the right person.
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 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 clinic's tone and wording. The forms already on your website feed straight in. It qualifies, books on your real calendar and hands off with the full history.
9 sec
median GrowthOS first reply to a patient message.
Live GrowthOS data, active clinic accounts, last 90 days. Measured on text, WhatsApp, web chat and social messages.
What runs automatically (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 the web chat, SMS, email, WhatsApp, Messenger and Instagram messages patients send the clinic, in seconds, day or night, trained on the clinic.
Voice AIADD-ON
Answers inbound calls to your clinic's own line 24/7, tells callers it is an AI assistant, books appointments and hands off to your staff. An add-on to any plan.
Call routing for your clinic's own lines
The clinic designs its own call flow: greeting, menu, business-hours routing, and where every call ends up.
Call notes
Transcripts and summaries of your clinic's recorded inbound calls: 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. Past inquirers who opted in hear from the clinic again.
HOW GROWTHOS CLOSES IT
Consent-based follow-up (email and SMS) continues over days and weeks. The Qualification Agent checks fit with your own questions, on forms and in chat. Re-engagement lets your team re-contact past inquirers and patients who opted in, with opt-out on every message.
What runs automatically (6)
Consent-based follow-up (email and SMS)
Written for the stage the patient is in, and stopped the moment they reply or book.
Qualification Agent
Checks each lead's fit using your own questions and rules, on forms and in chat, and flags red and yellow answers for your team.
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.
Re-engagement
Re-contacts past inquirers and patients who opted in, with opt-out on every message.
Workflows and automations
Build your own automations that send, tag, move and assign patients based on what they do.
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 your team walks in already knowing the patient.
HOW GROWTHOS CLOSES IT
Appointments syncs every booking and sends reminders on the channel the patient chose. Consult briefings give your team a written summary 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.
What runs automatically (7)
Appointments
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.
Consult briefings
Gives your team a written summary of what each patient said before the consult.
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 follow-ups flag a stalled decision before it goes cold. ChartAI sends records requests and tracks them until the records arrive. Consent and education sends documents and education before the visit. Payment links send a payment link.
39%
of the reasons patients give for stopping fertility treatment are postponement.
Gameiro et al., Hum Reprod Update, 2012.
What runs automatically (5)
Pipeline follow-ups
Flags a patient who stalls at any step and follows up before they go cold.
Consent and educationADD-ON
Multi-party consent with the education video, finished on a phone before the visit.
ChartAI records retrieval
Sends outside records requests and tracks them until the records arrive, organized before the consult.
Payment links
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
Shows how long patients take between each step, so you can see where they slow down.
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.
What runs automatically (2)
Cycle 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.
Escalations
Sends urgent patient messages to the right person on your team, with the full history.
Also used here: EHR integrations and the GrowthOS mobile app.
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, sends scheduled reminders on storage anniversaries and renewal dates, and gives patients a secure link to decide what comes next. Automated messages pause after a loss, and every touch is logged.
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.
What runs automatically (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 reminders and check-ins
Sends scheduled reminders before storage renews or a package expires, and a check-in on the schedule you choose. Automated messages pause 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.
Return reporting
See which patients with stored specimens came back.
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 Partners tracks and thanks the doctors who send you patients.
No benchmark we trust yet for alumni referral or return rates. The Keep is built to measure it.
What runs automatically (4)
Reviews
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.
Past patient check-ins
Keeps past patients who opted in hearing from your clinic.
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
- Re-engaged 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
- Patients stalled at a step
- 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.
Find out where your clinic is losing patients.
Your free Leak Map shows where patients drop off, benchmarked against clinics on GrowthOS, and what it is worth to fix. It lands in your inbox in a few minutes.