Patient Pipeline Systems For Cosmetic Dental Clinics
Clivoza is a patient-pipeline systems partner. We connect every step from first enquiry to lead tracking, booking, follow-up, appointment reminders, and recovery of missed opportunities — one connected system, not just a website or an isolated automation.
- Dental implants
- Veneers
- Smile makeovers
- Clear aligners
- Teeth whitening
- Cosmetic consultations
A serious clinic should not guess what happened to a patient enquiry. It should see the source, status, next action, and weekly progress clearly.
Two Setup Packages, One Connected Patient Pipeline
Each package installs the systems your clinic needs to capture, track, book, and follow up with patient enquiries. Here is exactly what each one includes.
The Complete Patient Pipeline System
Includes the website AI chatbot
- Advanced landing page and offer positioning
- Offer copywriting, CTA, lead-capture form, and founding reservation flow
- Website lead capture connected to n8n, Google Sheets, and HubSpot
- Website AI chatbot that answers visitor questions and collects lead details
- HubSpot contact and deal creation/update, pipeline stages, Deal ID tracking, booking association, tasks, and lead-status updates
- Cal.com booking, rescheduling, cancellation, and reminders
- Google Sheets backup for website leads, chatbot leads, bookings, reservations, no-shows, and lost-lead updates
- n8n follow-up workflows: warm nurture emails, booking stop logic, no-show recovery, and lost-lead recovery
- Staff email alerts for important lead and booking events
- Patient email confirmations and recovery templates
- Notion client portal, intake form, and weekly report section
- Automated weekly metrics and client-ready Notion report generation
- Founding spot reservation workflow
- Manual 1Link payment-instruction process
Software costs are paid separately by the client. The website chatbot runs on an AI service/API and may require a paid, stable AI provider key.
Patient Pipeline Setup
16 services in the stated scope:
- 01Advanced Landing Page
- 02Offer + Copywriting
- 03Lead Capture Form
- 04WhatsApp CTA
- 05HubSpot CRM Pipeline
- 06Cal.com Booking System
- 07Google Sheets Backup
- 08n8n Follow-up Automation
- 09Staff Email Alerts
- 10Patient Auto-Reply Templates
- 11Lost Lead Recovery Flow
- 12No-Show Recovery Flow
- 13Client Portal
- 14Weekly Reporting
- 15Founding Spot Reservation Flow
- 16Manual 1Link Payment Process
WhatsApp CTA is direct click-to-chat — full WhatsApp Business API automation is not included. 1Link payment instructions are sent manually by Clivoza; no payment happens on the website. The website AI chatbot is not part of this package's stated scope.
Ten Problems, One Connected Solution
Most clinics don't lose patients because of their dentistry — they lose them in the gaps between enquiry, reply, booking, and follow-up. For each problem below: what it costs your clinic, how the Clivoza system addresses it, and which package includes the solution.
01Website Gap
The clinic lacks a professional landing page designed to turn interested visitors into enquiries.
We build a conversion-focused landing page with clear service messaging, a well-positioned offer, strong CTAs, and a structured lead-capture process.
Packages: $1,000 & $1,497
02Unclear Offer
Visitors do not clearly understand the clinic's offer, services, value, or next step.
We improve the offer structure, positioning, messaging, and copywriting so visitors understand the clinic's services and how to enquire.
Packages: $1,000 & $1,497
03No Booking System
Booking appointments is inconvenient or disconnected from the clinic's lead-management process.
We integrate Cal.com into the agreed lead journey so prospects can book appointments through a structured scheduling process.
Packages: $1,000 & $1,497
04Messy or Manually Managed Leads
Lead information is scattered across tools, spreadsheets, and manual processes.
We configure a HubSpot CRM pipeline and Google Sheets backup to organize lead records and support structured tracking.
Packages: $1,000 & $1,497
05Follow-Up Gap
Enquiries may not receive consistent follow-up, particularly when staff are busy.
We configure the agreed n8n follow-up workflows and patient email templates to reduce repetitive manual follow-up and support a more consistent process.
Packages: $1,000 & $1,497
06No Clear Tracking
The clinic struggles to see where enquiries stand or what happened after initial contact.
We organize lead statuses in the CRM and maintain structured records and weekly reporting so the clinic can review lead activity and system performance.
Packages: $1,000 & $1,497
07Staff Replying Too Late
Potential patients may wait too long for a response to their enquiry.
We configure patient auto-reply templates and staff email alerts to support timely responses and notify the relevant team members of important events.
Packages: $1,000 & $1,497
08Lost Leads
Interested enquiries may stop progressing without a structured recovery process.
We implement a lost-lead recovery workflow to identify eligible leads and support appropriate follow-up through the configured automation system.
Packages: $1,000 & $1,497
09No-Show Appointments
When someone misses an appointment, the clinic may not have a consistent process for following up.
We configure a no-show recovery workflow that updates the relevant records and supports follow-up with people who miss appointments.
Packages: $1,000 & $1,497
10No Patient Reminder System
Appointment reminders and related follow-up may be inconsistent or disconnected from the booking process.
We configure the agreed booking, email reminder, and follow-up workflows supported by the connected tools — email and Cal.com notifications, not SMS or WhatsApp Business API automation.
Packages: Package A: booking confirmations and configured reminders · Package B: booking confirmations and reminder setup as configured in Cal.com
One clear difference: the website AI chatbot that answers visitor questions and collects lead details is included in the $1,497 package and is not part of the $1,000 package's stated scope.
Results depend on each clinic's setup, team, and market — these systems address gaps; they don't guarantee clinic revenue.
One-Month Implementation
A clear four-week schedule from discovery to handover.
- 1
Week 1
Discovery and Planning
- Understand your services, offer, goals, current lead process, and requirements.
- Plan the landing page, lead journey, CRM stages, and automation structure.
- Confirm access, required accounts, and responsibilities.
- 2
Week 2
Website and Lead Capture
- Build or refine the landing page and offer presentation.
- Set up forms, CTA destinations, booking entry points, and lead data structure.
- Connect the agreed lead-capture components.
- 3
Week 3
CRM and Automation
- Configure the agreed HubSpot pipeline and n8n workflows.
- Connect booking updates, email notifications, follow-up, and recovery workflows.
- Configure the relevant Google Sheets and Notion components.
- 4
Week 4
Testing and Handover
- Test the complete lead journey and the agreed integrations.
- Fix identified implementation issues.
- Confirm client access, explain the workflow, and hand over the configured system.
About the schedule: one month is the implementation schedule. Some integrations can only go live once the required client access, approvals, and third-party accounts are available.
Package A service guarantee (separate): our target is to generate 20 qualified cosmetic dental patient enquiries within 60 days from Project Day 1. If Clivoza does not reach that target, we keep working without charging an additional Clivoza service fee until it is reached. Project Day 1 begins the day after the kickoff call, once basic onboarding and required access are completed.
Clear, One-Time Setup Pricing
Setup fees are one-time. Ongoing support and third-party software are shown separately, so you always know what you're paying for.
Package A — Complete Patient Pipeline System
$1,497one-time setup
- One-month implementation timeline
- Full Complete Patient Pipeline System scope
- Website AI chatbot included
- 20 qualified patient enquiry service guarantee (60 days from Project Day 1)
As currently offered, the $1,497 founding package includes complete system setup, first 60-day execution from Project Day 1, required tools for the first 60-day period, and up to $580 Meta ad spend. Anything beyond that — including later software, hosting, domain, and usage fees — is separate unless specifically included in writing.
Package B — Patient Pipeline Setup
$1,000one-time setup
- One-month implementation timeline
- The 16 services in the Patient Pipeline Setup scope
- Website AI chatbot not included
- 60-day service guarantee not included
Third-party software, hosting, domain, and usage fees are separate unless specifically included in writing.
Ask About Package B on WhatsAppAutomation Maintenance and Support
$200/ month
Clivoza's monthly service fee for monitoring the agreed automation workflows, troubleshooting issues, and fixing automation problems within the agreed scope. It begins after implementation and handover, subject to the final service agreement.
- —It is a service fee, not a software subscription. Third-party subscriptions and usage are paid directly by you.
- —It does not include website redesigns, new sections, new features, major website changes, new integrations, or new automation projects.
- —Website maintenance and new website development are separate services with separate pricing.
The 20 Qualified Patient Enquiry Service Guarantee
Our target is to generate 20 qualified cosmetic dental patient enquiries within 60 days from Project Day 1. If Clivoza does not reach that target, we keep working without charging an additional Clivoza service fee until it is reached. This guarantee applies to the $1,497 package; it does not automatically apply to the $1,000 package.
20 qualified cosmetic dental patient enquiries within 60 days from Project Day 1.
Project Day 1 begins the day after the kickoff call, once basic onboarding and required access are completed.
Clivoza continues the service work without charging an additional Clivoza service fee until the qualified patient enquiry target is reached.
Complete setup, first 60-day execution from Project Day 1, required tools for the first 60-day period, and up to $580 Meta ad spend.
We do not guarantee paying patients, treatment sales, clinic revenue, or medical treatment outcomes.
A qualified patient enquiry means a unique, reachable person in the clinic's agreed target area who shows genuine interest in an eligible cosmetic dental treatment and provides a valid phone or WhatsApp number. Spam, duplicates, wrong numbers, test submissions, outside-area enquiries, and irrelevant treatment requests do not count.
The clinic must provide required access, clinic assets, approvals, booking availability, and staff response support on time so Clivoza can start and execute the system properly.
Scope clarity: The included $580 Meta ad spend applies to the first 60-day period. Any ad spend beyond the included $580 campaign budget is reviewed and approved separately. Custom domains, paid WhatsApp Business API, SMS, extra users/seats, paid CRM or booking upgrades, and premium tool upgrades are reviewed and approved separately if required.
Third-Party Costs — Paid Separately by the Client
You own and pay for the third-party accounts your setup needs. These subscriptions are separate from Clivoza's setup fee and the $200/month support fee. You choose the plans and pay providers directly. Prices change often and depend on users, usage, and features — so check each provider's official page. Free plans have limits and may not suit every production setup. Domain registration and hosting are separate products.
| Provider | Used for | Billing | Price |
|---|---|---|---|
| n8n | Workflow automation | Monthly or annual, depending on plan | Self-hosted software free (VPS costs apply); Cloud from €20/mo billed annually |
| Lovable | Website building and editing, if a paid plan is required | Monthly or annual, depending on plan | Free tier available; paid plans from ~$25/mo (monthly billing) |
| HubSpot | CRM and pipeline | Free or paid, depending on features and seats | Free tier available; paid seats from $20/seat/mo |
| Namecheap (domain) | Domain registration | Usually annual; varies by extension; renewal price may differ | .com ~$15.98/yr to register, ~$19.98/yr to renew (from Nov 1, 2026) + ICANN fee |
| Cal.com | Booking and scheduling | Free or paid, depending on features | Free tier; Teams $12/user/mo (annual billing, $15 monthly) |
| Google Sheets / Workspace | Lead backup, reporting, optional business email | Sheets may be free; Workspace is a per-user subscription | Sheets free with a Google account; Workspace from $7/user/mo (annual plan) |
| Notion | Client portal and reporting | Free or paid, depending on features and users | Free tier; Plus $10/member/mo |
| Vercel (hosting) | Website hosting and deployment | Free or paid, depending on plan and usage | Hobby free; Pro $20/mo |
| AI / API provider | Website chatbot and AI features, when used | Usage-based or subscription, depending on provider | Usage-based; varies by provider |
Let's Find The Gaps In Your Patient Pipeline
Book a Free Clinic Growth Audit. We'll review how your clinic handles enquiries, booking, follow-up, and lead tracking — and show you where patients slip through.
Your booking will be confirmed instantly. Clivoza will join the call at the scheduled time.