Search the site
HubSpot for clinics
HubSpot, set up for how clinics run.
We build your enquiry, consult, case acceptance, and recall processes into HubSpot, connect it to your practice system, and add AI agents where calls and follow-ups get missed.
For multi-site groups and practices ready for their next chair, clinician, or location.
HubSpot Diamond Solutions Partner and Health Care Industry Specialist.
Common challenges we solve
Inconsistent patient pipeline
New patient enquiries arrive in bursts, and nobody can say why a good month was good.
Slow response times
Enquiries wait hours for a reply, and the ones that wait longest rarely book.
Poor-fit consults
Chair time goes to consults that were never likely to attend or proceed.
Disconnected referrals
Referral partners send patients in, and the loop back to them never closes.
Why we build it this way
One clinic revenue platform, not three systems that don't talk.
Most clinics run their phones, their practice system, and their marketing separately, so nobody can follow a patient from first call to accepted plan. We connect all three through HubSpot.
Your phones
Every call, missed call, and voicemail, with the recording and the outcome.
See the Aircall setup →Your practice system
Patients, appointments, and treatment plans, kept in step both ways.
Your website and ads
Each enquiry, and the campaign and search term that produced it.
HubSpot, as your clinic revenue platform
Everything above arrives here, and your team works from it.
One patient record
Calls, messages, appointments, and plans on a single timeline.
One pipeline
From first enquiry to accepted plan to recall.
One set of numbers
Revenue by campaign, clinic, and clinician.
Practice systems we connect:
Core Practice
CareStack
Dentally
Cliniko
Zenoti
Halaxy
What we build into your portal
The processes a clinic runs on, working in HubSpot.
These come from the setups we've done for clinic groups. You get the ones your practice needs, built around how your front desk and treatment coordinators already work.
1
Enquiry
Enquiry management
Phone, form, and chat enquiries in one pipeline, each with an owner and a clock.
Follow-up on unbooked enquiries
A sequence and a task, not a sticky note.
Referral management
Referrals tracked by partner, with the loop closed back to them.
Voice agent · Aircall
Answers after hours, books the callback, and logs the call.
2
Consult
Confirmations and welcome pack
Sent on their own, so fewer consults are missed.
Consult performance
Attendance and conversion tracked by clinic and by clinician.
Case acceptance
Every plan presented is tracked by value, and the ones not accepted or not booked get followed up.
Customer agent · HubSpot
After each call, moves the enquiry to the right stage and assigns the next task.
3
Patient
Patient onboarding
Forms done and expectations set before day one.
Recall and reactivation
Patients due back are contacted, and dormant ones worth a call are surfaced.
Customer agent · HubSpot
Starts follow-up sequences from call outcomes and keeps records clean.
Reporting
across every stage
Consult conversion
Case acceptance by value
Return by campaign
Clinic and clinician comparison
We assess before we build.
Every engagement starts with an assessment, so the portal is built around where your practice is losing patients, not around a template.
Step 1
Assess
Two to three weeks. We grade one part of your patient journey and put a dollar value on the gap.
Step 2
Decide
The findings set the build order. We start with the process that's losing the most patients, and the rest follows.
Step 3
Grow
Ongoing work starts from numbers you already own, so progress is visible from the first month.
“The alphawhale team are wonderful to work with. They're responsive, collaborative, and think deeply about their clients' goals.”
Elinor Dixon, Monash IVF
Read the Monash IVF case study →How alphawhale scaled Dental Boutique over 600% in under 3 years.
Read about it here →Frequently
Asked Questions
Still have a question? Get in touch.
Want HubSpot working for your clinics?
Book a consult and we'll talk through what your practice needs. Or start with the Patient Intake assessment, which shows where enquiries are being lost today.
