Egg Freezing Inquiry to Consult
- 1Patient submits interest form on the website
- 2Automated SMS sends a link to the doctor's calendar and a pricing guide
- 3CRM tags the lead for nurse follow-up if not booked within 24 hours
Systems for Fertility Clinics
Streamline Your Fertility Practice for High Patient Conversion
The business model for fertility practices runs through diagnostic workups, IVF cycles, and cryopreservation services. Leaks often occur when emotional inquiries are not met with immediate responses or when complex treatment schedules result in patient drop-off between diagnostic testing and cycle initiation.
Healthcare
- Immediate Inquiry Response
- Consent Tracking Workflows
- Cycle Milestone Reminders
- Financial Follow-Up Portal
- Reactivation Campaigns
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective patients reach out via the web or phone seeking information on egg freezing or IVF.
- 02
Consultation
The initial meeting with a reproductive endocrinologist to discuss history and goals.
- 03
Workup
Diagnostic testing including bloodwork, ultrasounds, and semen analysis is scheduled and tracked.
- 04
Financial Clearance
Insurance verification and cycle payment plans are finalized before medications are ordered.
- 05
Stimulation
Active monitoring of the cycle with frequent clinic visits and medication adjustments.
- 06
Procedure
Egg retrieval, fertilization, and embryo transfer stages managed by the clinical team.
- 07
Results
Pregnancy testing and early obstetric monitoring before discharge to an OBGYN.
Where it leaks
Common problems for fertility clinics.
01
Lead Leakage
Patients seeking fertility care are often in a state of urgency and will contact multiple clinics. If the first inquiry is not answered within minutes, they often move to the next provider on their list.
02
Drop-off Between Testing
The gap between the initial consult and starting a cycle is a high-risk period for patient attrition. Lack of proactive follow-up during diagnostic testing leads to abandoned treatment plans.
03
Coordination Overload
Nursing staff spend hours on the phone confirming medication start dates and ultrasound appointments. Manual scheduling of these time-sensitive visits creates bottlenecks and increases the risk of clinical errors.
04
Paperwork Friction
The volume of consents required for genetic testing and cryopreservation can be overwhelming. Missing signatures delay cycles and frustrate patients who are already under significant emotional stress.
05
Fragmented Communication
Financial counselors, embryologists, and nurses often store patient notes in different places. This lack of a central communication thread results in patients receiving conflicting information about their status.
What LATTICE can build
Systems built around how you work.
Immediate Inquiry Response
Automated SMS and email triggers respond to new web leads instantly to schedule the initial consultation before they call a competitor.
Consent Tracking Workflows
Automated reminders ensure all legal and clinical consents are signed digitally before the cycle start date.
Cycle Milestone Reminders
Patients receive automated SMS instructions for medication triggers and morning monitoring appointments to ensure protocol compliance.
Financial Follow-Up Portal
A secure way for patients to receive cost estimates and submit payments for cycles without repeated phone calls to the billing office.
Reactivation Campaigns
Reach out to patients who completed a consult months ago but never initiated a cycle or those with stored embryos who need to discuss next steps.
AI Receptionist
Handles after-hours inquiries about clinic hours or basic process questions, ensuring no prospective patient is ignored over the weekend.
Example systems
What it looks like in practice.
Diagnostic Workup Management
- 1Consultation ends and diagnostic task list is generated
- 2Automated emails send instructions for cycle day three bloodwork
- 3System checks for completed results and alerts the coordinator to schedule the follow-up
Post-Transfer Support
- 1Procedure is marked complete in the portal
- 2Automated check-in message sent 48 hours later to monitor recovery
- 3Scheduled reminder for the beta blood test appointment sent to the patient
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from fertility clinics
How does this help our nursing staff?
By automating the repetitive parts of patient communication, such as scheduling reminders and document collection, your nurses can focus on clinical care and patient education. This reduces burnout and ensures no patient falls through the cracks during a complex cycle.
Can we customize the messages for specific protocols?
Yes, workflows can be tailored to different treatment paths, such as IUI, IVF, or egg freezing. Each path triggers unique instructions and follow-up sequences relevant to that specific clinical journey.
Will this help with patient retention?
Proactive communication makes patients feel supported during a difficult time. Automated follow-ups during the quiet periods of a workup show the patient that your clinic is attentive, which significantly increases the likelihood they proceed with treatment.
Is the system secure for sensitive information?
We prioritize secure communication channels and data handling to ensure that patient privacy is maintained throughout every automated touchpoint. All workflows are built with the sensitivity of reproductive health in mind.
Can it help manage our waitlist?
The system can automate updates to patients on a waitlist, providing them with educational content and periodic check-ins. This keeps them engaged with your clinic so they are ready to start as soon as an opening occurs.