How an Ontario Group Practice Raised Inquiry-to-Booked from 30% to 65%

Practice profile

Multi-clinician psychotherapy practice with steady website and referral inquiries, but a leaky path from form fill to first booked session.

Starting position

• 30% inquiry-to-booked rate
• Slow or inconsistent follow-up after after-hours inquiries
• No shared response standard across clinicians and admin

Constraint diagnosed

Demand was not the bottleneck—conversion was. Inquiries arrived, then sat. Owners assumed they needed more marketing spend when the pipeline was already leaking.

What was built

• Same-day response standard with clear owner for each inquiry
• Automated reminders and a documented consult-to-book handoff
• Simple tracking so the team could see where leads stalled

Results

• 65% inquiry-to-booked rate

  More than double the prior conversion rate without increasing ad spend.