Included in Client Retention Engine
Lightweight practice CRM
You cannot win back clients you cannot see leaving
$900Adds roughly 1 week to the build
The leak
Silent attrition. Clients who lapse without anyone noticing, because nothing in the practice tracks expected return.
Notes, tags and repeat-visit tracking against every client — so 'who has stopped coming back' becomes a list instead of a feeling.
Where this sits
This module is part of Client Retention Engine. It is not sold on its own, because the handoff between it and the module beside it is where revenue actually escapes.
Journey stage 5 · They should come back
The recall or follow-up depends on someone remembering to run a report and make calls. Nobody owns the number, so nobody notices it falling.
The largest leak of the five, and the least visible — because a client who never returns never appears as a cancellation.
Handoff · Rebooking
High leakUnowned: Waits for the client to make the first move.
Owned by this module: Recall & CRM
What gets built
The deliverable, stated the way the contract states it
A deliberately small CRM: the client record, notes your team can actually write during a shift, tags for segmentation, and visit-cadence tracking that surfaces who has gone quiet.
At a glance
- Itemised value
- $900
- Build window
- Adds roughly 1 week to the build
- Sold inside
- Client Retention Engine
Yours at handover — domain, accounts, data and source code.
How it works
The mechanism, not the marketing
Trigger on the left, the rule the system applies in the middle, the consequence on the right. Read it as the logic your practice would otherwise be running in someone's head.
admin.yourpractice.com/clientsIllustrative interface
| Client record | Expected return | List it lands on |
|---|---|---|
| Tagged: annual vaccination | Due date recorded | Recall sequence, on the date — not when someone runs a report |
| Tagged: care plan, visit 4 of 12 | Next visit within the window | No list. On track |
| No visit past the expected window | Window passed | Reactivation sequence |
- Notes written in seconds
- Tags drive real segments
- Not a clinical record
Capabilities
What it does, and why that matters commercially
Repeat-visit tracking with an expected return window
Each client has an expected next visit. Passing that window puts them on a list — which is what feeds the reactivation sequence.
Tags that drive real segments
Tags are not decoration. They select who receives which recall or reactivation sequence.
Notes written in seconds
Short, timestamped, attached to the client. Designed for a front desk between patients, not for a data-entry shift.
Deliberately not a clinical record
Clinical documentation stays in your practice management system. This layer holds relationship and scheduling data, and only what it needs.
Implementation
How this gets built, and when it is done
Same standard as every module: a milestone you can verify yourself, not a status report.
Timeline
Adds roughly 1 week to the build
Definition of done
The build is accepted when the client can complete a live booking, receive a reminder, and complete a test payment without error.
Built on
- PostgreSQL
- Prisma
- Next.js
Deployed on infrastructure registered in your name. You hold the accounts, the data and the source code when the build completes.
Who it matters most for
The practices where this leak is largest
Every practice loses something here. These are the ones where it is the dominant loss rather than a minor one.
Dental practices
Two separate leaks: same-week no-shows, and recall appointments that were never rebooked at all. The second one is larger and almost never measured.
Dental systemsVeterinary practices
No-shows sit around 10–12% of booked appointments. Each one is a slot that was staffed, prepared and then paid for by nobody.
Veterinary systemsMed spas & aesthetic clinics
Deposit-less bookings walking away. High-value treatment slots held with nothing attached to them, then released hours before.
Med Spa & Wellness systems
This module on its own is a smaller answer
It closes one leak. The reason it is sold inside a tier is that the next leak sits immediately beside it, and an unowned handoff costs the same whether or not the module beside it is good.
Questions
Practice CRM, in detail
Is this a replacement for our practice management system?
No, and it is not trying to be. It is intentionally lightweight. Where deeper integration is needed, that is a Custom / Enterprise scope.
Do you store clinical or medical information?
No. The system holds scheduling, contact and payment-reference data. Clinical records belong in your clinical system.
Next step
Find out what your booking flow is costing you
Send the four numbers your practice already has. You get a written figure for the monthly revenue your current flow is leaking, and a recorded teardown of where it goes. Three business days, no obligation, no call required.
- 20 minutes discovery call, only if you want one
- 90-Day No-Show Recovery Guarantee
- 3 new practices a month