Power Intelligent Referral Management with the Athelas Lead Tracker

Healthcare practices can lose up to 75% of potential patients due to ineffective lead management. While most medical offices excel at providing great patient care, many struggle with the critical bridge between a patient inquiry and scheduling an appointment. The gap isn't in clinical expertise, it's in having the right systems to capture, track, and convert every patient that walks through your door or calls your practice. 

We built the Athelas Lead Tracker to solve this exact problem. Straightforward to set up and customizable to your workflow, Lead Tracker turns patient connections into lasting relationships and frees you from time-consuming front-office tasks.

Lead Tracker can help with:

• Patient Pipeline Management: Tracking and managing new leads.

• Request / Referral Triaging: Automatically routing referrals & requests appropriately.

• Patient Follow-ups: Reaching out post-visit and coordinating follow-up care.

• Pipeline Insights & Analytics: Analyzing trends, sources, and conversion.

Here are the types of data and information the lead tracker can capture for you:

Lead Tracker Feature Overviews

Configuring the Lead Tracker

Setting up Lead Tracker is straightforward. On the settings page, practices can build stages that map to their unique process, whether that’s simple intake or multistep treatment planning. Each stage can include sub-stages for more granular tracking, and colored indicators help the whole team recognize status at a glance. Details like which columns show for each stage, and how each is grouped for reporting, are easily modified so that everyone sees what they need, when they need it. And as referral types and sources evolve, they’re easy to adjust.

Creating, Modifying, & Linking Lead Profiles

Creating a new lead just takes a moment. When a new inquiry comes in, staff can immediately enter all key details, capture the referral type, assign it to the correct facility, and set the right stage for follow-up. All major actions, from assigning providers to tracking contact dates, are visible, editable, and saved for future review. Once the information is entered, the new lead appears in the system, ready to progress.

And modifying leads is just as simple. If details change or new information comes in, users can easily update the record to ensure it has the latest status and information. Switching a lead’s stage automatically prompts users to confirm the right sub-stage, so the entire record is accurate. You can also link leads to new or existing patient records by going into the lead directly and assigning it to a patient.

Marking a Lead as Treatment Declined

We know that not every referral turns into a patient. Lead Tracker helps practices not only record treatment declines, but learn from them. Marking a lead as declined prompts for reasons and extra details, ensuring the outcomes are documented for review. These entries appear in a dedicated section, making it easy to see which leads didn’t convert and to potentially revisit those conversations in the future when circumstances change. Practices can also reverse this status if needed, maintaining control over the history and possibilities for re-engagement.

Lead Tracker Reporting

Performance Analysis in Lead Tracker is all about actionable insight. By grouping pipeline stages into categories like Converted or In Progress, practices can quickly view stats on new leads, conversion percentages, decline rates, and ongoing opportunities. Reports break down the numbers by facility, showing exactly where growth is happening and where improvement is needed. For deeper review or external presentations, practices can export reports as CSV files

Custom Landing Pages

Patient interest starts online more often than not, and Lead Tracker is ready for that. Practices can set up a branded landing page so that every website inquiry flows directly into the Tracker, pre-filled with chosen referral types, assigned stages, and a welcoming introduction. 

Intelligently Inbound Fax (AI Fax-to-Lead)

Automate fax processing with Lead Tracker’s GPT powered fax parsing. When a referral fax arrives, Lead Tracker scans it and extracts key patient data, adding new leads to the system automatically. Only faxes with all required information trigger a new entry, keeping the database clean and organized. These AI-captured leads are flagged with notes and routed to the right point in the workflow for immediate action. Instead of shuffling paper, clinics can focus on following up and converting new patients, knowing that technology is catching every opportunity behind the scenes.

Try Lead Tracker Today!

We hope you’re as excited about this feature as we are. Lead Tracker doesn’t just keep a list, it helps you track, manage, and reach out to your patients in a timely manner, so you can grow your business on autopilot. Curious? Reach out to us to learn more!