Allay Health and Wellness is one of South Florida’s most established ketamine and Spravato clinics, with over 8 years of operation and thousands of infusions completed. They had leads coming in from everywhere, Google Ads, Facebook, organic search, referrals, the demand side was working.  But leads were falling through the cracks.

Over 100 leads were sitting in their CRM with zero follow-up. Discovery call show rates had dropped below 10%. Automated sequences had been turned off on dozens of contacts, and the team had no way to tell which leads came from which channel, making it impossible to know what was actually working and what was wasting money.

The clinic was generating demand but losing patients between first contact and first appointment, which is a problem we see constantly in healthcare practices that have the clinical side figured out but haven’t built the operational infrastructure to match.

We partnered with Allay Health to redesign their entire lead-to-patient pipeline using AI automation and CRM engineering inside GoHighLevel. This wasn’t a bolt-on tool, it was a complete rebuild of how leads move through their system from first touch to booked appointment.

We consolidated multiple fragmented pipelines into a single master pipeline with 10 clearly defined stages, from New Lead through Active Patient, with dedicated stages for no-shows and lost leads. Treatment-type segmentation was handled through tags rather than separate pipelines, giving the team a single view of every patient in the funnel. No more guessing where someone is in the process, no more leads hiding in a pipeline nobody checks.

We built automated sequences that re-engaged 107 stale leads that had gone untouched for 7+ days. The sequences used a structured cadence designed to move cold leads back into conversation without feeling aggressive:

We consolidated multiple fragmented pipelines into a single master pipeline with 10 clearly defined stages, from New Lead through Active Patient, with dedicated stages for no-shows and lost leads. Treatment-type segmentation was handled through tags rather than separate pipelines, giving the team a single view of every patient in the funnel. No more guessing where someone is in the process, no more leads hiding in a pipeline nobody checks.

The system runs automatically but the cadence is designed to feel human, not like a marketing blast. Every message builds on the last one, and the manual phone call at Day 16 gives staff a structured reason to reach out personally rather than hoping someone remembers to follow up.

We implemented tag-based attribution logic to track where every lead actually came from, Facebook, Google, organic, referral, regardless of what the CRM’s default source field showed. Before this, Allay was making marketing spend decisions with incomplete data. After the fix they had clear ROI visibility for every dollar spent, which is the kind of operational intelligence that changes how you allocate budget.

We designed a pre-confirmation sequence that sends reminders at booking confirmation, 24 hours before, and 2 hours before the call, reducing no-shows and giving staff a structured follow-up workflow for cancellations. When your discovery call show rate is below 10%, every percentage point you recover translates directly to revenue.

We built instant lead response workflows that engage new inquiries within seconds of form submission, before the lead has time to move on to a competitor. The system qualifies leads, asks about their treatment interest, and routes them to the right follow-up sequence based on their answers. In healthcare especially, speed to first contact is everything because a patient reaching out for ketamine therapy is usually in a narrow window of motivation and if you don’t respond fast, they’ll either call the next clinic or lose momentum entirely.

Most healthcare practices don’t have a lead generation problem, they have a follow-up execution problem. Leads come in from ads, organic search, and referrals but without fast automated response and structured pipeline management, those leads go cold before anyone picks up the phone. Studies show that responding to a lead within 5 minutes makes you 21 times more likely to qualify them, and most practices aren’t even close to that.

Allay Health had the clinical excellence and marketing investment in place, what they needed was the operational infrastructure to convert attention into appointments. That’s exactly what we build at Mind2Motion.ai, systems that our clients own outright, integrated into the tools they’re already using, designed to run without adding headcount.

If your practice is spending money on ads and SEO but your pipeline looks like a spreadsheet nobody updates, or your CRM has hundreds of leads that never got a second touch, how much revenue is sitting in your database right now that nobody’s following up on?

Let’s setup a call and walk through it.

This case study is published with the knowledge and cooperation of Allay Health & Wellness.