Free lead leak audit
Free lead leak audit for UK private clinics
Our free lead leak audit shows you how your clinic really handles a new patient enquiry: measured, not guessed. We enquire like a patient on your website, the pages your ads lead to, and your phone, over a few days. Then we estimate what lost enquiries cost you, worked out from your own numbers. Free, with no obligation.
The problem
Where new patient enquiries slip away
You pay for ads, and your website brings in new patient enquiries. What happens next is much harder to see.
Calls ring out while your team is with patients. Evening and weekend forms wait until morning. Someone gets one follow-up, then silence.
Picture a patient who rings about implants at 13:10 on a Saturday. Nobody answers. That evening, they fill in your website form. If the reply comes on Monday afternoon, they may already have booked somewhere else. You won't know, because they never tell you.
You probably know what each enquiry costs. But do you know how many new patient enquiries you lose before anyone replies? The audit helps you find out, using your own numbers.
Step by step
What happens in the audit
It works like a mystery shop of your new patient enquiries. Carl Ashfield, Flovio's founder, does every audit himself, by hand.
You request the audit
Fill in the form on this page. Carl replies personally within one working day. We go ahead once the clinic's owner or manager has agreed and your team has been told (see below).
We enquire like a patient
On your website, the pages your ads lead to, and your phone, over a few days.
We time every response
The first reply, every follow-up, and whether anyone offers to book us in.
Your audit call
A short call where we show you an estimated £ range for what's leaking, and how to fix it.
Your written summary
After the call, you get a short written summary of the findings, by channel, to keep.
Ground rules
What we never do
The audit shouldn't cost you money, take a slot from a patient or put anyone on the spot.
No clicks on your ads
Every click costs you money. We go straight to the page your ad leads to instead.
No bookings
If we're offered a slot, we politely decline and note that it was offered.
No call recordings
We take notes and timings only.
No staff names
Notes record roles only, such as "receptionist", never names. We test your enquiry process, not people.
No made-up medical history
Our enquiries are simple: a treatment interest and a question about booking. We never ask clinical questions that would take a clinician away from patients.
A condition of the audit
What you tell your team
Before we start, we ask you to let your team know, including anyone who answers your phones or inboxes for you, such as an answering service, in general terms, that new patient enquiries may be checked from time to time. We never tell anyone when.
It's fair to the people who answer your phones and inboxes. And the audit isn't a staff appraisal: it looks at your enquiry process as a whole, so the fixes are about the process too, such as who covers the phone at lunch.
Your numbers, not ours
How we work out the £ figure
The £ figure uses three of your own numbers, not industry averages:
- Lost or late new patient enquiries a month: from your phone system, inbox or booking system. Missed calls, web and ad enquiries with no reply or a late one, and enquiries nobody followed up.
- Your enquiry-to-patient rate: how many new patient enquiries usually become patients.
- Your average treatment value: what a new patient's treatment is usually worth to you, in revenue rather than profit.
Lost or late new patient enquiries a month × your enquiry-to-patient rate × your average treatment value = an estimate of what's leaking each month.
We show it as a range, labelled as an estimate, with the workings, so you can check every number. Not every missed call is a new patient, and not every lost enquiry could have been won back, so the range allows for that.
Our test enquiries show why enquiries are lost. We never multiply up from a handful of tests. A test caller keeps trying until someone answers, so a test alone can't show how many real callers gave up. Your own call and enquiry numbers can.
Don't have exact figures? We use your rough estimates and say so.
What you get
What you'll see on the audit call
Reply times by channel
How long your first reply took by phone, through your website and through the pages your ads lead to.
Follow-ups
Whether anyone followed up, how often and how.
Booking offers
Whether anyone offered to book us in.
Your £ range, with workings
The estimate, built from your own numbers, shown step by step.
What to fix first
The leaks worth fixing first, in plain English. If that includes more follow-up messages, check your lawful basis for contacting people first. The ICO's direct marketing guidance explains it.
Which enquiries were ours
So you can delete them and stop any follow-ups to them.
Your data
What we keep, and for how long
We keep only what the audit needs:
- the time of each reply and follow-up
- whether we were offered a booking
- the replies our test enquiries receive, including any voicemails. These may include the sender's name, but we never copy names into our notes
- short notes by role, such as "receptionist", with no names
Our test enquiries use email addresses Flovio owns and Carl's own mobile.
We use the findings only for your audit call and written summary, and, if you become a client, as the starting point for measuring improvement. We'll never write about your clinic, even without naming it, unless you give us written permission.
We delete all of this 90 days after your audit call, or 90 days after our last test enquiry if the call doesn't go ahead. If you become a client, we keep the timings and notes (not the replies) while we work together, then delete them within 90 days of the contract ending. Our privacy policy has the details.
Every private clinic
Who the audit is for
The audit is open to any UK private clinic that takes new patient enquiries by phone, website or ads. Dental, aesthetics, hair transplants, laser eye, cosmetic surgery or something else: the audit works the same way.
You don't need any software or set-up.
What it costs
Free, with no obligation
The audit is free. There's no obligation to work with us afterwards.
If you'd like us to fix the leak, we price after the audit, once we can both see the return.
The lead conversion system we're building is designed to close these gaps. It will reply to new patient enquiries within seconds, ask a few booking questions, and book a consultation or hand over to your team. It will never give medical advice: anything clinical goes to your team. We also design, build and run an AI receptionist that will answer calls and messages when your team can't.
Get started
Request your free lead leak audit
Tell us about your clinic. Carl will reply personally within one working day.
Prefer email? hello@flovio.agency
Thanks, . Your request is in.
We’ve just emailed you the next steps. Carl will be in touch personally within one working day.
Want to skip the wait? Pick a time for your audit call now.
Book your audit callQuestions clinics ask
Is the audit really free? What's the catch?
It's free, with no obligation. You give us some rough numbers, let your team know that enquiries may be checked, and join a short call. If you'd like us to fix the leak, we price after the audit, once we can both see the return.
Do we need to tell our team?
Yes, in general terms: that new patient enquiries may be checked from time to time. We never tell anyone when, and the audit looks at your process, not individuals.
Do you record the calls?
No. We take notes and timings only.
Will your test enquiries cost us ad spend or take up appointment slots?
No. We never click your paid ads: we go straight to the page each ad leads to. And we never book. If we're offered a slot, we politely decline.
What do you keep about my clinic and team, and for how long?
Timings, short notes by role (no names), and the replies our test enquiries receive, which may include the sender's name. We delete all of it 90 days after your audit call, or after our last test enquiry if there's no call. If you become a client, we keep the timings and notes, but not the replies, while we work together. Our privacy policy has the details.
What do you need from us for the £ figure?
Rough numbers from your phone system, inbox or booking system: missed calls, new patient enquiries, how many become patients, and your average treatment value. If you don't have them, we use your estimates and say so.
How long does it take?
Carl replies to your request within one working day. We then enquire over a few days, and agree a time for your audit call.