Pro-Pulse Strategies
Patient Capture Algorithm™
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Pro-Pulse Patient Acquisition Framework

Patient Capture
Algorithm™

The complete system for turning ad spend into booked, attending, converting patients. Five stages. Zero gaps. Built for UK private dental practices.

Video Overview — The Patient Capture Algorithm™
Video Coming Soon

Karim to record: Walk through the full system at a high level — the five stages from Attract through to Convert, why most practices only focus on ads and ignore the pipeline beneath them, and what the full system actually fixes. Start here before going into the individual stages. Approx 5–7 minutes.

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Stage 1 of 2 — Five Stages · Click any stage to expand the detail
STAGE 00 / ATTRACT
Attract
Treatment-specific creative.
Matched to patient awareness level.
LEAK 01 / RESPOND
Respond
Under 5 minutes to first contact.
Most practices take 24–48 hours.
LEAK 02 / BOOK
Book
7+ bookings per 10 enquiries.
Most practices achieve 3–4.
LEAK 03 / SHOW
Show
Most practices run at 55–65% show rate.
The system is built to push that number up.
LEAK 04 / CONVERT
Convert
Most practices close at 30–40% post-consult.
The system is built to close the gap.
Attract Stage
Before anything can be responded to, booked, shown up for, or converted — someone has to raise their hand. Attract is the media buying layer that makes the rest of the system possible. Treatment-specific creative, matched to where the patient is in their awareness journey, running on Meta at the right stage for the practice's current position.
Meta · Treatment-Specific · Stage-Matched
Video — The Attract Stage
Video Coming Soon

Karim to record: Why most practices only convert patients who were already close to booking — and why that limits how far you can scale. How treatment-specific creative matched to patient awareness level expands your addressable audience. The difference between what we run at Stage 01 vs Stage 03. Approx 4–5 minutes.

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What we run
01
Treatment-specific campaigns — implants, Invisalign, composite bonding, and whitening each get their own creative and targeting approach. A patient considering implants responds to completely different messaging than one considering Invisalign. We never mix them.
02
Stage-matched strategy — we run three stages: Prove It (establish the channel), Build It (layer cold + retargeting), and Scale It (full multi-campaign system, no ceiling). Where a practice sits determines what we run — not an arbitrary budget threshold.
03
Video-first creative — video outperforms static consistently in dental patient acquisition. Patient anxiety, transformation results, and clinical trust are all communicated through motion and voice in a way static can't replicate.
04
Continuous creative production — ad fatigue is not a problem to manage, it's a constraint to push against. More creative variants means a larger addressable audience. We treat creative volume as an offensive growth lever, not defensive rotation.
Patient Awareness — Hook Matching
Completely UnawareCuriosity hooks · widest reach
Problem AwarePain/anxiety hooks · all treatments
Solution AwarePromise hooks · implants, Invisalign
Product AwareProof hooks · transformation creative
Most AwareOffer hooks · retargeting only
THE SCALING PRINCIPLE
If 90% of your hooks are offer-driven, you are only converting patients already close to booking. Moving hooks toward the unaware end of the spectrum is what expands your addressable audience. You cannot scale on warm hooks alone.
Benchmarks
Cost per enquiry target£15–£40
Creative refresh — Prove ItEvery 3–4 weeks
Creative refresh — Scale ItEvery 1–2 weeks
Learning phase threshold50 optimisation events
Client result — 12 months£300k → £1M / month
COMMON MISTAKE
Pausing campaigns after 3–5 days because the cost looks high. Meta needs 50 optimisation events to exit the learning phase. Cutting campaigns early resets all learning and wastes spend already made.
Full Ad System
Meta Leads Campaigns Video Creative Retargeting Layer Lookalike Audiences Post-Booking Ads Creative Rotation
The full media buying framework — three stages, awareness-matched hooks, video creative formats, compliance rules, and the creative volume strategy — is documented in detail in the Patient Acquisition Ad System.
Open Ad System →
Respond Leak
The window between a lead enquiring and your first contact is where most practices haemorrhage revenue. Speed is the system.
Target: Under 5 Minute Response
Video — The Respond Leak
Video Coming Soon

Karim to record: Why the first 5 minutes after a lead enquires determines whether you ever speak to them. The data behind contact rate at under 5 minutes vs over 1 hour. What the automated response system looks like in practice — and why most practices are losing leads they've already paid for. Approx 3–4 minutes.

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What we build
01
Instant SMS trigger — automated message fires the moment a lead submits a form. Acknowledgement within 60 seconds. No human required.
02
Lead routing workflow — contact created in CRM, tagged, assigned to setter, notification sent. All automatic.
03
Follow-up sequence — if no response to SMS in 10 mins, auto email fires. If no response in 30 mins, setter gets a call task.
04
Out-of-hours handling — leads that come in at 11pm get an instant acknowledgement and a setter call task for 9am sharp.
Benchmarks
Response time target< 5 minutes
Industry average24–48 hours
Contact rate — under 5 minutes~78%
Contact rate — over 1 hour~17%
Revenue impactHighest of all 4 leaks
RESPONSE TIME vs CONTACT RATE
Under 5 min
Under 1 hour
Over 1 hour
Tools used
GHL Workflows Meta Lead Forms SMS Automation Email Sequences Twilio Pipeline CRM
The entire Respond system runs without a human touching it. Your setter's job starts at the first live conversation — not at chasing cold leads who enquired 18 hours ago.
Book Leak
Most booking calls fail before they start. The wrong opening question tells a lead their problem isn't serious enough to fix. The framework changes that.
Target: 7+ BOOKINGS / 10 ENQUIRIES
Video — The Book Leak
Video Coming Soon

Karim to record: The difference between a logistical booking and an emotionally committed booking — and why only one of them shows up. Walk through the five-step booking framework. Show what the wrong opening sounds like vs the right one. Why the deposit is about commitment, not money. Approx 4–5 minutes.

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The booking framework
01
Frame before you ask — set context before any questions. "I'd love to understand what matters most to you." Not "what's bothering you?"
02
Discover the real concern — open menu of options. What they say first is what matters most.
03
Find the why now — after rapport, not at the start. A wedding. A job interview. A photo. That's the commitment driver.
04
Logistical close — "Morning or afternoon? I have Tuesday 2pm or Thursday 4pm." Two options. One choice. No open calendar.
05
Refundable deposit — protects their slot. Frames as ownership, not obligation.
Benchmarks
Booking rate target70%+
Industry average30–40%
Warm booking vs coldShow rate +31%
Deposit impact on no-show-44% no-shows
Avg consultation value£1,200–£4,500
THE KEY INSIGHT
A booked patient who arrives cold is still a Book Leak. The goal isn't the appointment — it's the emotionally committed patient who has a reason to show up.
Tools used
Appointment Setter Script Booking Call Framework QA Scorecard Call Recording Review Deposit Collection Stripe / Square
Every setter call is scored weekly using the Pro-Pulse QA (Quality Assurance) Scorecard. 14 sections, coaching notes, emailed to the manager. The script and scoring system are both in your growth pack.
Show Leak
Patients ghost consultations because they're afraid they'll be sold to. Remove that fear at the point of booking and show rate climbs immediately.
Industry Benchmark: 80%+ Show Rate
Video — The Show Leak
Video Coming Soon

Karim to record: Why show rate is almost never a reminder problem — it's a booking call problem. What expectation-setting at the point of booking actually sounds like. The fear patients have walking into a dental consultation and exactly how to remove it in the first 30 seconds of the booking call. Approx 3–4 minutes.

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What drives show rate
01
Expectation setting at booking — "This is NOT about starting treatment. It's about clarity, a plan, and full control." Said explicitly at point of booking.
02
Confirmation at booking — immediate confirmation text with date, time, address, and what to expect. Not a reminder — a confirmation.
03
48-hour reminder — warm, conversational. Reinforces that the appointment is something to look forward to, not dread.
04
Day-of reminder — morning of, short. Confirms time and address. Optional: before/after case relevant to their treatment.
Benchmarks
Best-in-class show rate80%+
Industry average55–65%
Impact of expectation setting+18% show rate
Impact of 3-step sequence+22% show rate
No-show cost at £1,500 avg~£900/month
THE KEY INSIGHT
Show rate problems are almost never a reminder problem. They're a booking call problem. Fix upstream and the no-shows disappear downstream.
Tools used
GHL SMS Sequences Calendly Reminders Email Sequences Confirmation Templates WhatsApp Business Before/After Library
The confirmation and reminder sequences are pre-built and deployed through GHL. Once set up they run automatically for every booking — no manual follow-up required.
Convert Leak
The patient attended. The clinician was excellent. The patient said they'd think about it. What happens next determines whether that consultation was revenue or an expense.
Industry Benchmark: 60%+ Treatment Uptake
Video — The Convert Leak
Video Coming Soon

Karim to record: Why "I'll think about it" is almost always a money objection in disguise. What the TCO conversation should look and feel like — and why most practices skip it entirely. Why the Day 1 personal follow-up is worth more than Day 3 and Day 7 combined. The revenue sitting in the follow-up nobody does. Approx 4–5 minutes.

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The conversion system
01
TCO (Treatment Coordinator) framework — structured conversation after the clinical consult. Clear options, clear pricing, clear next step. Before they leave the building.
02
Finance conversation — most "need to think about it" objections are money objections. Introduce payment options before they walk out.
03
Post-consult Day 1 — personal follow-up. Not automated. Warm, genuine, specific to what they discussed in the room.
04
Day 3 and Day 7 — automated sequence. Keeps the door open without pressure. Answers common objections. Includes finance options.
05
Second consultation offer — if still uncommitted at Day 7, offer a second consult framed as "answering any remaining questions."
Benchmarks
Best-in-class close rate60%+
Industry average30–40%
Finance option impact+24% uptake
Day 1 follow-up impact+19% uptake
Revenue at 60% vs 35%+71% revenue
THE KEY INSIGHT
Most practices stop trying after one email and one call. The revenue is in Day 3, Day 7, and the second consult offer. The money is in the follow-up nobody does.
Tools used
TCO Framework Post-Consult Sequences GHL Workflows Finance Partner Integration Consultation OS e.g. Chrysalis Finance
The Consultation Operating System™ — included in your growth pack — covers the full TCO framework, scripts, and post-consult sequences in detail across 4 modules.
Stage 2 of 2
The complete patient journey — every touchpoint from ad impression to treatment confirmed, with timing and tools at each step
Complete Patient Journey — From Ad to Treatment
Entry Point
AD
Meta Ad Fires
Time: 0:00
Lead sees ad, stops scrolling. Composite bonding, Invisalign, implants, or whitening. They tap. They fill out the form. They submit. The clock starts.
Meta Ads Lead Form Retargeting Audience
Leak 01 — Respond
Target: Under 5 Minutes
R1
Instant SMS Fires
Time + 60 seconds
Automated SMS acknowledges the enquiry immediately. "Hi [Name], thanks for getting in touch about [treatment] — one of our team will call you shortly." Lead feels seen. Clock is beating the competition.
GHL AutomationSMS Trigger
R2
CRM Contact Created + Setter Notified
Time + 1 minute
Lead contact auto-created in GHL (GoHighLevel — the CRM we build on). Tagged, pipeline stage set, setter receives notification. All automated. No manual data entry, no leads falling through the cracks.
GHL CRMPipeline StageSetter Notification
R3
Setter Makes Live Call
Time + 2–5 minutes
Setter calls the lead using the Pro-Pulse Appointment Setter Script. Frame first. Discovery second. Motivation third. Logistical close. Deposit secured.
Setter ScriptCall Recording
Leak 02 — Book
Target: 70%+ BOOK RATE
B1
Consultation Booked + Deposit Taken
Time + 5–12 minutes
Consultation booked with two-option close. Refundable deposit collected. Lead has made a commitment. They chose to book — they weren't convinced to book. The difference is everything.
Booking ConfirmationDepositCalendar Invite
Leak 03 — Show
Industry Benchmark: 80%+ Show Rate
S1
Confirmation Sequence Begins
Immediately after booking
Automated confirmation text and email. Date, time, address, what to bring, what the consultation is actually for — not selling treatment, getting clarity. Removes appointment anxiety before it forms.
GHL EmailSMS Confirmation
S2
48-Hour Reminder
2 days before consultation
Warm reminder. Reinforces that this is their appointment — something they chose for themselves. Optional: relevant before/after case that matches their treatment. Not salesy. Anticipation-building.
Automated SMSEmail Reminder
S3
Day-Of Reminder
Morning of consultation
Short and warm. Time, address, parking. "We're looking forward to seeing you today." That's it. No upsell. No additional information. Just a friendly confirmation that this is happening.
Morning SMS
S4
Patient Arrives
Consultation day
Patient arrives warm, informed, and unafraid. They know this is about clarity — not commitment. The clinical team does what they do best.
Clinical Consultation3D ScanTreatment Plan
Leak 04 — Convert
Industry Benchmark: 60%+ Uptake
C1
TCO Conversation
After clinical consult — same appointment
Treatment coordinator runs the Consultation OS framework. Personalised treatment plan presented. Options explained clearly. Finance options introduced. Before they leave the building.
Consultation OS™TCO ScriptFinance Options
C2
Day 1 Personal Follow-Up
Next day — manual
Personal call or message — not automated. References what they discussed specifically. "I know you mentioned you wanted to feel confident at your sister's wedding in June — wanted to check if you had any questions."
Personal Call/MessageCRM Task
C3
Day 3 + Day 7 Automated Sequence
3 and 7 days post-consult
Automated follow-up sequence. Addresses common objections — cost, timing, uncertainty. Reinforces the outcome they said they wanted. Finance options reiterated. Second consultation offered at Day 7 if uncommitted.
GHL SequenceObjection HandlingFinance CTA
C4
Treatment Confirmed
Revenue realised
Patient commits. Treatment booked. Deposit or full payment secured. The entire system — from ad impression to treatment confirmation — runs consistently, measurably, and without gaps. That's the Patient Capture Algorithm™.
Treatment BookedPayment TakenPatient Journey Complete
Revenue Impact — Illustrative Example Of What Fixing The Leaks Can Mean
Without the system — typical private dental practice
Monthly enquiries: 100
× 35% book rate = 35 consultations booked
× 60% show rate = 21 consultations attended
× 35% close rate = 7–8 treatments
× £2,000 avg treatment value
£15,000
MONTHLY TREATMENT REVENUE
With the Patient Capture Algorithm™
Monthly enquiries: 100
× 70% book rate = 70 consultations booked
× 82% show rate = 57 consultations attended
× 62% close rate = 35 treatments
× £2,000 avg treatment value
£70,000
MONTHLY TREATMENT REVENUE
Same ad spend. Same enquiry volume. Same clinical team. The only difference is what happens between the lead enquiring and the patient committing. That's the system.

Figures shown are illustrative examples based on industry benchmarks. Actual results vary by practice, treatment mix, geography, and clinical team. The system is designed to improve each metric — not to guarantee specific outcomes.

Everything in this system is free. We charge to run it.

You've seen the system.
Now let us build it.

The frameworks, scripts, scorecards, and sequences in your growth pack cover everything above. If you'd rather hand it to a team that's already built this for practices generating £1M+ — book a free audit call.

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