PMS-safe enquiry recovery
ClinicRouter catches Meta ad enquiries instantly, starts qualification by SMS or opt-in WhatsApp within 45 seconds, and sends reception a booking-ready summary.
No PMS access. No clinical records created. No front-desk disruption.
After-hours recovery queue
Meta lead converted into reception-ready action
Incoming lead
Qualified summary
Qualification start
45s
PMS access
None
Reception
Ready
THE LEAK
That is where the money disappears.
A high-intent patient fills in your Meta form at 9:42 PM. They are anxious, curious, and ready to talk.
Your team sees it at 9:06 AM.
By then, they have:
Your ads did their job.
Your follow-up window failed.
Overnight decay timeline
One implant enquiry, left untouched.
Lead submits form
No response
Patient searches again
Reception opens
Lead no longer answers
You paid to generate the enquiry
£2k-£25k treatment value
10+ hours of silence
1 cold lead by morning
After-hours leads do not wait for opening hours. They decay.
THE RECOVERY LAYER
ClinicRouter sits in front of your PMS. It handles enquiry recovery only. Reception still controls the appointment, the patient record, and the clinical workflow.
Step 1: Catch
The moment a patient submits a Meta enquiry, ClinicRouter receives it.
Lead intake
Step 2: Qualify
The patient gets a short, clinic-approved message flow while their intent is still live. WhatsApp is used only where the lead has opted in to WhatsApp contact.
Example questions
Step 3: Route
Your front desk receives a clean summary before the morning rush.
Reception summary
High-intent implant enquiry
Submitted: 22:47
Qualified: 22:48
Funding: Self-Funded / Interested in Finance
Preferred callback: 08:30-09:00
Primary focus: Speed of treatment / Treatment cost / Consultation availability
Next action: call first
PMS-SAFE BY DESIGN
ClinicRouter is not a patient management system. It does not replace Dentally, EXACT, SOE, or your existing workflow.
It is a controlled enquiry recovery layer that processes pre-appointment lead information under your instruction.
Designed around UK GDPR principles, including data minimisation, purpose limitation, and controlled retention.
ClinicRouter acts as a data processor for your clinic. Your practice remains the controller of patient and enquiry data.
We do not create clinical records, treatment notes, medical histories, radiographs, or PMS entries.
No PMS login required. No writeback into patient records. No disruption to reception workflow.
Only the information needed to qualify the enquiry and help reception prioritise follow-up.
A Data Processing Agreement is available before launch.
If your compliance question is “does this touch our PMS?” the answer is no.
14-DAY PILOT OPTIONS
Shadow Pilot and Live Recovery Pilot are separate routes. Use Shadow Pilot when you want evidence of the leak without patient contact. Use Live Recovery Pilot when you are ready to start qualification within 45 seconds using clinic-approved messaging.
WhatsApp is opt-in only. If the lead has not clearly opted in to WhatsApp contact, ClinicRouter uses SMS or leaves WhatsApp out of the workflow.
No patient contact
We monitor after-hours Meta enquiries, timestamp the missed response window, and send the Practice Manager a private daily leakage report. This proves the size and timing of the problem before any automated patient engagement goes live.
Approved patient engagement
We start qualification within 45 seconds using clinic-approved SMS, and WhatsApp only where the lead has explicitly opted in to WhatsApp contact. Qualified summaries route to the Practice Manager first, so the front desk does not need new software during the pilot.
WHAT ACCESS WE NEED
ClinicRouter sits before your PMS. The pilot needs lead-source and routing access only, not Dentally, EXACT, SOE, treatment notes, radiographs, or patient record writeback.
Access to receive new Meta Lead Ads enquiries, either through a connected lead source, webhook, or approved export flow.
Clinic-approved SMS wording and, where WhatsApp is used, clear opt-in language confirming WhatsApp contact is allowed.
A private Practice Manager email address for daily reports and qualified booking summaries.
Opening hours, preferred callback windows, treatment categories, and any administrative prioritisation rules.
Built for private UK dental clinics spending on Meta ads for implants, Invisalign, and high-ticket treatment enquiries.
If there is no leak, you will know in 14 days. If there is, you will see it in writing.