The work that fills next month's calendar.
Chasing inquiries, tracking where patients came from, running campaigns that know what someone has actually had done, and following up without anyone having to remember.
From first inquiry
to booked patient
Every inquiry becomes a lead with an owner, a stage and a next action. Seven stages from new through consultation, decision pending, follow-up and booked, to converted or lost — shown as a board you can drag across.
- Eleven capture sources — web form, chat, SMS, call, email, referral, paid campaign and more
- Filters for my queue, unassigned, overdue and needs-follow-up
- Seven structured loss reasons, so "why don't they book?" has a real answer
- Notes stamped with who wrote them and when, in a single timeline
- Merge a lead into an existing patient — and undo it if it was the wrong one
- Embeddable capture forms with spam protection and duplicate suppression
Know which patients
bring you other patients
Track a referral through its whole life — received, contacted, consulted, converted — whether it came from a patient, a partner clinic or a provider. Duplicate detection catches the same person referred twice, and an attribution report shows you where the source is missing entirely.
A referral can be recorded without linking it to a patient record, because in practice you often hear the name before they ever book.
Reward program
Double-sided service credit, configurable per clinic: amounts on each side, expiry window, minimum spend, an annual cap, excluded services, and fraud rules including a self-referral and household check. Credits clawback automatically on a refund.
Reward rules are configured to your state and to terms your own counsel is comfortable with, so the program fits the way your practice is allowed to operate.
31% Clicked
9% Booked
12
Campaigns that know
what someone has had done
Because the patient record is synced from your EMR, a segment can be built on real treatment history — not just a mailing list someone exported last spring.
- Static lists and dynamic segments, with a live count and a preview of who's in it
- Email and SMS campaigns, scheduled, with a test send before you commit
- Per-campaign analytics over time, split by channel
- A one-click unsubscribe on every send, with consent recorded per contact
- Multi-step nurture sequences attached to a segment
The follow-ups that run
whether or not anyone remembers.
A visual builder — triggers, conditions, delays and messages — wired to what actually happens in your clinic.
Appointments
Booked, confirmed, rescheduled, cancelled, no-show, starting, or completed.
Leads
A lead is created, or moves from one stage to another.
Referrals
Received, stage changed, or a reward issued — and you choose whether the message goes to the patient or the referrer.
Segments
Someone enters or leaves a marketing segment.
Reputation
A patient leaves negative feedback, so you can route it somewhere immediately.
Patient lifecycle
Birthday, treatment anniversary, or ninety days without a visit.
Versioned, testable, reversible
Editing a live flow doesn't change it underneath your patients. You work on a version, test-run it, then publish. If it turns out wrong, publish the previous version and you're back where you were.
Every run is logged with its outcome — sent, failed or skipped, and why it was skipped. Delivery respects consent and quiet hours, so a recall doesn't text someone at 11pm.
Ask for the review
at the right moment
When a visit is marked complete — in Grow Theory or in ModMed — a review request goes out, with up to two follow-ups on a schedule you set. Patients you've excluded never get one.
There's a sentiment check first. Happy patients are sent to your Google or Yelp page. Unhappy ones land in a callback queue for your team instead of on a public review site, and can trigger an automation so somebody picks it up straight away.
You see how many requests went out, how many patients responded, and how many followed through to your review pages — so you can tell which providers and which treatments earn the strongest feedback.
"Hi Maya — thanks for coming in today. How was your visit with Dr. Maren?"
Sent to your Google review page.
Added to the callback queue. Nobody sees it publicly.
See what your patient
list is really worth.
Twenty minutes and you'll see exactly how much of it Grow Theory can run for you.