The new-patient call comes during an adjustment
The doctor is with a patient and the chiropractic assistant is checking someone out. The call rings through to voicemail, and the person with the stiff neck calls the next office on the map.
Chiropractic practicesCRM and follow-up
New patients scheduled, care plans kept, re-exams on the book.
Calls, website forms, ad leads and attorney referrals land on the patient record with the source. The care plan reminder, the re-exam text and the wellness visit nudge go out from it.
Where it goes wrong today.
Care plans do not get finished
The report of findings recommends a schedule of visits. After the pain eases, the patient stops coming, and the plan ends quietly with no re-exam and no conversation about wellness care.
Personal injury and workers’ comp cases need paperwork nobody tracks
An attorney referral arrives with forms to collect and an adjuster to notify. The steps live in a folder, and the first missed one delays everything.
How it works for chiropractic practices.
One record per patient, with the source
A call, a form from your sciatica page, an ad lead or a referral the CA enters creates the record. If the desk cannot pick up, the AI phone agent books the new-patient exam and leaves the recording on the record.
Stages for exam, care plan and re-exam
Inquiry, new-patient exam scheduled, report of findings, in care, re-exam due, wellness. The CA works the front end. The doctor sees which patients are behind on their plan. Case types such as personal injury carry their own checklist.
Reminders from the record
The exam reminder with intake forms, the visit reminder, the “we missed you” text after a skipped visit and the re-exam booking message all send from the patient record. See email & SMS for how sequences are set up.
Illustrative example
What a day looks like.
- Monday, 8:00 a.m.Saturday’s voicemail about low back pain is already a record with a summary. The CA calls and books the exam for that afternoon.
- Tuesday, 1:00 p.m.A new-patient form from the headache page arrives with the insurance filled in. The record is flagged for verification before the appointment.
- Wednesday, 10:30 a.m.Patients who have missed visits in their plan get a text from the doctor asking to pick a day this week.
- Thursday, 4:00 p.m.Patients whose re-exam is due are offered two openings next week by text. Replies land on their records.
- Friday, 5:30 p.m.Patients who finished a care plan this month are invited to set a monthly wellness visit. A review request follows the next day.
An illustrative example of how the system runs, not a measured result.
More for chiropractic practices.
Chiropractic practicesThe whole system for this work: pages, phones, follow-up and reviews.AI phone agentNew-patient calls answered while the doctor is adjusting.WebsitesA page for every ache, every technique, and the first adjustment.ReviewsReview requests on a cadence that fits a practice people visit weekly.
Questions chiropractic practices ask
Does this replace our chiropractic software?
No. Notes, SOAP documentation and billing stay in your practice software. Ottimo holds the inquiry, the follow-up and the next step, and books into the calendar you connect.
Can it track personal injury cases separately?
Yes. A case type on the record carries its own checklist, such as the attorney contact and forms to collect, so the CA sees what is missing. Legal and coverage questions are always handed to a person.
How is this different from a reminder tool?
A reminder tool sends messages. This holds the whole thread: source, stage, owner and every message, so the re-exam text and the review request come from the same record a person can pick up. Read about lead follow-up automation.