New User Onboarding
- 1Fitting appointment concludes in the clinic
- 2Automated check-in text sent 48 hours later
- 3Educational video on wax guard replacement sent day 7
- 4Satisfaction survey sent day 21 before trial ends
Systems for Audiologists
Modern Systems for Audiology Practices and Hearing Centers
Audiology practices thrive on clinical precision and recurring device upgrades, yet revenue often leaks through unmonitored trial periods and forgotten annual clean and checks. Without a systematic approach to patient lifecycle management, hearing centers lose high-value aid sales to competitors who maintain more frequent touchpoints.
Healthcare
- Recall Campaigns
- Trial Nurture Sequences
- Missed Call Text Back
- Digital Patient Intake
- Upgrade Notification Flow
Also for: Hearing Aid Centers
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospective patient or family member contacts the clinic regarding hearing loss or tinnitus.
- 02
Audiogram
The clinician performs diagnostic testing and counseling to determine the degree of loss.
- 03
Fitting
The patient selects hearing instruments and undergoes the initial programming and verification.
- 04
Trial Period
Structured follow-ups ensure the user is adapting to the new amplification during the legal trial window.
- 05
Optimization
Regular fine-tuning appointments and real-ear measurements stabilize the patient experience.
- 06
Maintenance
Ongoing clean and check appointments along with battery or supply replenishment.
- 07
Upgrade
Automated outreach identifies when technology reaches the end of its typical four-year lifecycle.
Where it leaks
Common problems for audiologists.
01
Stagnant Database
Thousands of past audiograms sit in files without active follow-up for patients who were not ready to buy. These prospects often seek solutions elsewhere when their hearing finally degrades further.
02
Trial Returns
Lack of consistent communication during the sensitive first thirty days leads to high return rates. Patients feel overwhelmed by the technology and choose to return the devices rather than seek adjustments.
03
Lost Recall Revenue
Manual tracking for annual exams and hearing aid cleanings is inconsistent and time-consuming for front desk staff. This results in empty gaps in the clinician schedule that could be filled with recurring revenue.
04
No-Show Disruptions
Long diagnostic blocks are costly when patients fail to arrive without notice. Without a robust reminder system, the practice loses both professional time and potential device sales.
05
Fragmented Intake
Relying on paper intake for medical history and insurance details slows down the patient flow. Front office staff spend too much time transcribing data instead of greeting patients.
What LATTICE can build
Systems built around how you work.
Recall Campaigns
Automatically trigger SMS and email reminders for patients due for their annual hearing evaluation or six-month clean and check.
Trial Nurture Sequences
Send educational content and encouragement during the first month of a new fitting to improve device adoption and reduce returns.
Missed Call Text Back
Ensure every patient seeking an urgent repair or appointment receives an immediate response even if the receptionist is busy.
Digital Patient Intake
Send HIPAA-compliant forms for medical history and hearing handicaps before the patient arrives for their audiogram.
Upgrade Notification Flow
Identify patients with hearing aids older than four years and invite them for a demo of the latest technology.
Review Generation
Prompt satisfied patients to leave feedback immediately after a successful fitting or follow-up appointment.
Self-Service Booking
Allow patients to schedule their own routine cleanings or repair drops-offs via the practice website.
Example systems
What it looks like in practice.
Inactive Patient Reactivation
- 1System identifies audiogram on file with no device purchase
- 2Wait period of six months passes
- 3Personalized invite for a free hearing screening update sent
- 4Patient books appointment through direct link
Annual Wellness Recall
- 1Workflow triggers 11 months after last exam
- 2Email sent highlighting the link between hearing and cognitive health
- 3Follow-up SMS sent 7 days later if no booking occurs
- 4Front desk notified to call if digital outreach fails
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from audiologists
How can automation help reduce hearing aid returns?
Most returns happen because of frustration during the acclimation period. By sending timely tips on volume control and insertion during the first two weeks, you address common issues before they become reasons for return.
Can we target patients based on their hearing aid age?
Yes, the system can track the original fitting date and trigger specific workflows when the technology reaches a certain age, making the upgrade conversation much more natural for the clinician.
Will this replace our existing office management software?
LATTICE acts as the communication and growth layer that works alongside your clinical records, handling the patient engagement and marketing that standard medical software often lacks.
Can we use this for managed care and third-party referrals?
The system can be segmented to treat third-party referrals differently, ensuring you follow specific protocols while still maintaining a high level of patient touchpoints.
How does this help with physician referrals?
By professionalizing your intake and follow-up, you provide a better experience that leads to clearer reporting back to referring PCPs and ENTs, strengthening those professional bonds.