Some website inquiries are new leads, for example a daughter asking about care for her mother. Make Prospect turns a public inquiry into a prospective patient. The form opens with what the sender typed already filled in. The original inquiry stays as it was sent.
Quick answer
Open Inquiries and click the Public tab. Open the inquiry and click Make Prospect. Check the form and click Save prospective patient. The prospect starts at New enquiry on the Pipeline tab of Referrals. A prospect is not counted in your monthly bill until you admit them.
1. Open a public inquiry
Click the Public tab in the inquiries list, then click an inquiry.
The Inquiries list has two tabs, Patient and Public. Public holds messages sent from your website form by people who are not clients. The Make Prospect button shows only on a public inquiry. It never shows on a message from an existing client, so you cannot make a second record for someone you already serve.
2. Click Make Prospect
Click Make Prospect in the header of the inquiry.
On smaller screens the label is shorter, or only the icon shows. The New prospective patient form opens with the subtitle “From your website enquiry form.”
3. Check the New prospective patient form
Read what AveeCare filled in from the inquiry.
The sender's name goes in the name fields. The Notes from the call box holds the inquiry subject and the first message. Zip code and Care needed are filled in when your inquiry form asked for them. The sender is listed under Who we spoke to as the caller.Check whose phone and email these are.
The sender's phone and email go in Caller phone and Caller email. If the sender said the care is for themselves, the relationship is Self, and the phone and email go on the person who needs care instead. When you admit the prospect later, the caller is added to their Contacts.Add what else you know. Only the first name is required.
You can set How urgent is it?, Estimated hours / week, and the referral source under Where they came from. The form warns you about missing details. It does not stop you from saving.
4. Save and find the prospect in the pipeline
Click Save prospective patient.
The Make Prospect button changes to a Prospect created label on that inquiry. The inquiry stays in your list and is not marked resolved. You can keep replying to the sender.Open Referrals and click the Pipeline tab.
The new prospect is on the list at New enquiry. Click the row to open the record and work the prospect through the stages. The full steps are in the Referral pipeline guide.
Common pitfalls
- Looking for Make Prospect on the Patient tab. The button shows only for public inquiries. Click the Public tab first.
- Expecting the inquiry to close. Make Prospect does not resolve the inquiry. Click Mark as Resolved on the inquiry when you are done with the thread.
- Closing the form before you save. The prospect does not exist until you click Save prospective patient. Cancel throws the form away.
- Leaving the referral source empty. Under Where they came from, pick the doctor, hospital, or person who sent the lead, so the source gets credit.