Clinic Readiness Checklist (25+ Inquiries/Month)

Is Your Clinic Ready for 25+ TRT Inquiries a Month?

Most TRT clinics want more leads.
But what happens when they actually start coming in?

If your clinic isn’t operationally ready, high lead volume can overwhelm your team, break your systems, and hurt your patient experience — fast.

Before you scale, use this checklist to stress-test your process and protect your growth.

1. Can patients book directly without back-and-forth?

Every minute matters in follow-up speed. If patients can’t easily schedule a consult — or if your team is stuck playing phone tag — you’ll lose bookings.

What to check:

• Is your online booking link mobile-friendly?

• Does it connect directly to your actual availability?

• Is it easy to reschedule or cancel?

If you’re still relying on “call us to schedule,” it’s time to modernize.

2. Do you have a lead intake system that works without your front desk?

Manual intake breaks when volume increases. Your team shouldn’t be copying data from emails into spreadsheets.

What to check:

• Is lead info automatically stored in a CRM or secure database?

• Are pre-consult questions (location, budget, timeline) captured upfront?

• Can your team easily see and prioritize who’s most qualified?

Leads shouldn’t sit in inboxes or get lost in spreadsheets.

3. Is your follow-up timely, human, and consistent?

Speed-to-contact is one of the biggest predictors of lead conversion — but it has to feel personal.

What to check:

• Are texts or emails sent within 1–3 minutes of form submission?

• Does your follow-up feel like a real person, not a robot?

• Is there a structured flow (text → email → call) for each new lead?

Automate what you can — but make sure it still sounds like you.

4. Is your team clear on what to say when leads reply?

Even great follow-up fails when the person texting or calling doesn’t know what to say.

What to check:

• Do you have a script or framework for handling common objections?

• Is your team trained to ask about symptoms instead of leading with price?

• Is there a clear process for confirming and preparing for consults?

Every reply should move a patient closer to showing up — not just “following up.”

5. Do you know your numbers?

Growth without data is gambling. If you don’t know your benchmarks, you can’t optimize or forecast.

What to check:

• What’s your current cost per booked, qualified patient?

• What’s your no-show rate on consults?

• How many booked patients convert to plans?

You don’t need to be perfect — but you do need to be tracking.

Final Word: Don’t Just Chase Leads — Be Ready for Them

Wanting 25+ inquiries a month is easy.
Handling them well is what separates high-growth clinics from overwhelmed ones.

If you’re unsure about any of the above — start there.
Even 2–3 small improvements can dramatically change how your team performs under pressure.

Need a second set of eyes on your setup?
Let’s review your lead process together and map out what would break — and what we can fix before growth hits. Book a quick discovery call