From Instagram DM
to signed consent form.
All of it automated
through Salesforce.
Exert Health is a premium aesthetic medicine practice. Every lead source was disconnected, every consent form was manual, and every patient intake started from scratch. Amroar built the integration layer that connects every touchpoint — from first enquiry to post-procedure follow-up.
Leads arriving from everywhere. Tracked in nothing.
A premium aesthetic practice attracting patients through Instagram, website forms, referral networks, and word of mouth — with no unified system capturing any of it. Coordinators were manually copying enquiries into spreadsheets, chasing consent forms over email, and building intake packets from scratch for every new patient.
Every lead source. One Salesforce record. Automatically.
Zapier sits between every inbound channel and Salesforce — catching leads the moment they arrive from any source and creating a fully attributed contact record without a coordinator lifting a finger.
What automation fires at every stage of the patient journey.
From the moment a lead arrives to the post-procedure follow-up — every stage has defined automation triggers. Nothing relies on a coordinator remembering to act.
Instagram DMs, website enquiry forms, Facebook Lead Ads, and referral submissions all flow through Zapier into Salesforce the moment they arrive. Each contact record is created with the lead source tagged, an owner assigned based on enquiry type, and a follow-up task already created with a deadline. The coordinator's job shifts from data entry to conversation — the record is already there when they open Salesforce.
When a consultation is booked, Salesforce automatically sends the patient a Firm Builder intake form tailored to their enquiry type. The moment the patient completes it, every field — medical history, medications, allergies, procedure preferences, consent acknowledgements — maps directly to the Salesforce patient record. Dr Prado's pre-consultation brief is populated from that data automatically. No re-entry. No missing forms. No coordinator acting as a relay.
When a patient confirms a procedure, Salesforce triggers PandaDoc to send the relevant consent forms and treatment agreement automatically. The patient signs digitally through PandaDoc. The signed status, timestamp, and document reference sync back to the Salesforce record the moment signing is complete. If the form is unsigned 24 hours before the procedure, an automated chase goes out. No PDF emails. No "did you get the form?" calls. No unsigned patients showing up on procedure day.
When a procedure closes in Salesforce, a post-procedure automation sequence begins. Care instructions go out within 24 hours. A check-in email fires at day 7. A satisfaction survey at day 30. A review request follows automatically. For patients who had one procedure, a re-engagement sequence for complementary treatments begins at 60 days. The practice stays in contact with every patient without a coordinator manually scheduling a single message.
What Exert Health runs on now.
Every lead captured. Every intake form synced. Every consent document tracked. Every post-procedure touchpoint automated. The coordinators at Exert Health now spend their time with patients — not with data entry and form chasing.
We were getting enquiries from everywhere and losing half of them before they ever reached our coordinators. Now every lead is in Salesforce before anyone has to do anything. The consent form thing alone changed our pre-procedure process completely — we used to have patients showing up without signing. That doesn't happen anymore.
Running a practice on disconnected systems and manual follow-up?
If your leads are scattered across channels, your intake forms aren't reaching your CRM, and your team is manually chasing consent docs — that's fixable. Book a free audit and we'll map it all out.
Senior architects on the call. Not a junior consultant.