Ads without a place for the lead
More enquiries from Facebook, Instagram, and the website only help if someone replies in minutes and can book a real slot.
Case study · Agency partnership · San Francisco dental
They sell the dental offer.
We fulfil on PatientInFlow.
A new San Francisco agency owns marketing and sales. FusionSync runs trial setups on PatientInFlow. When a clinic converts, we do the full production rollout. CRMBridge writes bookings into the PMS the practice already runs.
Partner keeps the client relationship. FusionSync handles architecture, trial, and fulfilment. PatientInFlow is HIPAA-ready. CRMBridge is under a BAA. A subcontractor agreement sits under the partnership.
The agency problem
A new agency can sell. It cannot build the fulfilment layer.
Marketing and sales were ready. Paid acquisition was not, because there was no connected path from the ad to a booked, deposited appointment in the clinic PMS.
No in-house system team
Pipeline stages, channel agents, PMS writeback, and deposits are a product problem. A new agency should not hire that bench before the first clinics convert.
The diary still lives in the PMS
Staff will not run a second calendar. Bookings have to write back through CRMBridge, or the offer dies at the front desk.
Healthcare data has a bar
The agency cannot guess at HIPAA. PatientInFlow and the CRMBridge partnership sit under BAAs. FusionSync is the subcontractor on delivery.
The working model
They run the market. We run PatientInFlow.
The partner owns ads, sales, and the clinic relationship. FusionSync owns architecture, trial setup, and production fulfilment on an in-house dental acquisition product.
Agency: marketing and sales
They take the dental offer to San Francisco clinics. They keep the relationship, the brand, and the commercial conversation.
FusionSync: trial, then full setup
We configure PatientInFlow for trial clinics. When a client converts, we complete the production rollout: pipeline, agents, cadences, deposits, and PMS writeback.
PatientInFlow: the delivery product
Agency console for dental acquisition. Qualify inbound leads, keep conversation state, and book without storing clinical charts in Recall.
CRMBridge: PMS writeback
crmbridge.ai connects the booking to 40+ practice systems. That is what lets the SF offer add clinics without a custom integration each time.
The engagement
Trial first. Full setup when the clinic pays.
The agency does not need an in-house system team to start. We stand up trial clinics on PatientInFlow, prove the path, then complete the production setup on conversion. That is the same commercial split as other FusionSync agency work: they sell, we fulfil.
- Foundational CRM
- Enquiry agents
- Speed-to-lead funnel
- Nurture, follow-up, reminders
- PMS booking, deposits, reactivation
6
Enquiry channels in the rollout40+
CRMBridge PMS integrationsBAA
PatientInFlow and CRMBridge2
Steps: trial, then convert
Rollout sequence
Foundation first. Then more paid enquiries.
The system is ready to hold ad volume only after the path exists. That is the work we do before the agency scales spend.
01
Foundational CRM
Pipeline stages, tagging, and fields so every SF enquiry is sourced, owned, and visible.
02
Enquiry agents
WhatsApp, Instagram, Facebook, website, SMS, and phone on one qualification path.
03
Speed-to-lead funnel
Ads and website replies happen while the person is still deciding, not the next morning.
04
Nurture, follow-up, reminders
Unbooked leads stay in the pipeline. Booked patients get confirmation and reminder cadences.
05
PMS booking, deposits, reactivation
CRMBridge writes the appointment. Stripe takes a deposit. Old leads and existing patients get a path back in. Then paid acquisition can scale.
The split
What changed for a new agency
They did not have to become a software company to sell a dental acquisition offer in San Francisco.
- Partner
Marketing, sales, clinic relationship
- FusionSync
Trials, then full PatientInFlow setup
- Booking
CRMBridge into the clinic PMS
- Money on the slot
Stripe deposit before it is real
- Ready for ads
Foundation first, then more enquiries
The agency sells the offer. FusionSync fulfils on PatientInFlow. CRMBridge keeps the diary where the clinic already works.
Product demonstration
PatientInFlow is what we fulfil on.
The partner sells under their brand. FusionSync runs trials and production rollouts on this in-house dental acquisition product. The screens below are a demonstration of that product, not a live San Francisco clinic.
Demonstration data. Not a client account.
Patient booking
Visit type, duration, deposit
The patient picks the treatment. A root canal consult can require a deposit before the slot is treated as real.
Pipeline
Leads and PMS sync status
Every enquiry has a source, a temperature, and tags. Booked count sits next to the list so the agency can see conversion, not just volume.
Bookings
Pending deposit, booked, linked in PMS
The appointment board shows whether the slot is waiting on Stripe, booked in PatientInFlow, or already written back through CRMBridge.
Diary
Operatory calendar
Hold for deposit, unsynced to PMS, and linked in PMS are visible on the same day view. Staff see the chair, not a second spreadsheet.
After the visit
Review requests
Existing-patient work is in the same product: request the review, track whether it landed, keep outbound email on the clinic's own sending path.
What is included
The foundational rollout. Then paid acquisition can scale.
This is the layer we stand up before the agency pours more ad spend into a market. Trials first. Full clinic setup when a client converts.
01
Foundational CRM
Pipeline stages, tagging, and fields so every enquiry has a place, a source, and a next step.
02
Enquiry agents
WhatsApp, Instagram, Facebook, website, SMS, and phone. Same qualification path, whichever channel the patient used.
03
Speed-to-lead for ads and website
A funnel that replies while the person is still on the ad or the site, instead of a morning callback list.
04
Lead nurturing pipeline
Unbooked interest stays in a pipeline with an owner, not a spreadsheet tab.
05
Follow-up and reminder cadences
Second and third touches, appointment confirmations, and reminders on the channel they already used.
06
Direct PMS booking
CRMBridge writes the booking into the practice diary. Forty-plus integrations, so each new SF clinic does not need a custom PMS build.
07
Deposit-backed bookings
Stripe collects a deposit before the slot is treated as real.
08
Lead reactivation
Old enquiries get a path back into the book instead of sitting as dead rows.
09
Existing patient campaigns
Recall and rebooking for people the clinic already knows, not only cold ads.
Questions
Questions agency owners ask about this engagement
01
Who sells to the clinic?
The San Francisco agency. They own marketing, sales, and the relationship. FusionSync does not compete for the clinic.
02
When do you do the full setup?
Trials run first on PatientInFlow. When the clinic converts, FusionSync completes the production rollout: pipeline, channel agents, cadences, Stripe deposits, and CRMBridge PMS writeback.
03
What is PatientInFlow?
FusionSync's in-house dental acquisition product. The agency console qualifies inbound leads, keeps conversation state, and books appointments. Clinical charts stay in the clinic PMS. Screenshots on this page are a product demonstration, not a live San Francisco clinic.
04
How does PMS writeback work?
CRMBridge (crmbridge.ai) is the writeback layer. FusionSync has a partnership and a BAA with CRMBridge. The connector covers 40+ practice systems, which is how the SF offer can add clinics without a custom PMS project each time.
05
Is this HIPAA-ready?
PatientInFlow is HIPAA-ready with a BAA. CRMBridge is under a BAA. FusionSync is signed as a subcontractor on this engagement. We do not store patient charts in Recall.
06
What is included before we scale ads?
Foundational pipeline and fields, enquiry agents on WhatsApp, Instagram, Facebook, website, SMS, and phone, a speed-to-lead funnel, nurturing, follow-up and reminder cadences, CRMBridge booking, Stripe deposits, lead reactivation, and existing-patient campaigns. That foundation is what makes paid acquisition safe to scale.
- 01
Fit check
Niche, market, and whether you can sell the first clinics.
- 02
Trial plan
Which clinics enter PatientInFlow first, and what convert means.
- 03
Production rollout
Pipeline, agents, CRMBridge, deposits, then paid acquisition.
Next
Want this fulfilment model for your agency?
Message me on WhatsApp with the niche, the city, and whether you already have clinics in conversation. We will map the trial, the PatientInFlow rollout, and how CRMBridge lands in the PMS.
FusionSync partners with agencies who own the market. We fulfil the system behind the offer.
Other work