Speed is the lever.
We control one thing more than any other: how fast and how persistently the team responds once a form comes in. That single habit moves bookings more than any script.
The first few minutes decide the lead.
Relative chance of reaching a new lead, by how fast the clinic responds.
Respond within minutes and you reach the patient while they are still motivated. Wait a day and the same lead is mostly cold. Treat the form like a ringing phone. Illustrative of the established speed-to-lead pattern, not Meribel data.
Every lead is one of these stages.
The HubSpot lifecycle stages we set up for Thermora leads. Each lead moves down as it's worked, and the clinic's outcomes update the later stages. Percentages are illustrative targets, refined as real numbers flow back weekly.
+ How these stages map to HubSpot and Hive Expand
- HubSpot holds the lifecycle stages above (Lead, MQL, SQL, Opportunity, Customer, and Evangelist for a review or referral). It's how the marketing engine tracks and improves the funnel.
- Hive is where the clinic works each lead day to day. Outcomes logged in Hive update the later stages.
- Percentages are illustrative targets to calibrate against, not Meribel data. Real numbers replace them as the weekly feedback flows in.
What "fast and persistent" looks like.
A simple, repeatable sequence so no lead slips and no one improvises. Reach out across call, text, and email, because different people answer different channels.
Warm, short, and always a next step.
Three rules for a first touch
+ Ready-to-use voicemail, text, and email templates Expand
Voicemail (Day 0): "Hi, this is [name] with the Thermora clinic in Seattle, returning your request about treatment. I'd love to answer your questions and, if it's a fit, help you find a consult time. I'll send a quick text too. Reach us at [number]."
Text (Day 0): "Hi [first name], it's [name] at the Seattle Thermora clinic. Thanks for reaching out. Happy to answer questions or hold a consult time for you this week. When's a good moment to talk?"
Email (Day 0): Short subject ("Your Thermora consult request"), a one-line thank-you, two or three consult times offered, the clinic address, and a line inviting any question. Save the brochure link for after they reply, not before.
Day 5 to 7 close-out: "Hi [first name], I don't want to crowd your inbox. We're here whenever you're ready, and a consult is the best way to get answers specific to you. Just reply and I'll take care of the rest."
If we do one thing well, it is respond fast.
The scripts make the conversation strong. Speed makes sure the conversation happens at all.