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Managing Leads

The Leads dialog provides a comprehensive interface for reviewing and acting on incoming patient inquiries.

Lead Information​

Each lead record contains:

Contact Information​

  • Salutation - Title (Mr., Mrs., Dr., etc.)
  • First Name and Last Name
  • Full Name - Complete name as submitted
  • Address, City, State, Zip, Country
  • Phone - Phone number
  • Email - Email address

Source Information​

  • Source Site - Which website or marketing source generated the lead
  • Source Page - The specific landing page URL
  • Search Term - Keywords the lead used to find your practice (if from search engine)
  • Referrer - The referring URL
  • Source Message - How the lead heard about you

Inquiry Details​

  • Procedure - The procedure or service the lead is interested in
  • Preferred Contact Method - Phone, email, text, etc.
  • Preferred Contact Time - Morning, afternoon, evening
  • Timeframe - When the lead wants to proceed (immediate, soon, later)
  • Send More Info - Whether the lead requested additional information
  • Direct To - If the lead requested a specific staff member or provider

Tracking Information​

  • Lead Date - When the inquiry was submitted
  • Last Communication - Date and direction of the most recent contact
  • Imported Date - When the lead was converted to a patient record
  • Imported By - Who imported the lead
  • Taken By - Staff member who claimed the lead
  • Taken Date - When the lead was claimed

Lead Actions​

Respond​

Click Respond to send an email reply to the lead directly from InSched. This opens an email compose window pre-addressed to the lead's email. The response is logged in the communication history.

Take​

Click Take to assign the lead to yourself (or another staff member). This indicates ownership and prevents duplicate follow-up. The "Taken By" and "Taken Date" fields are updated.

Import​

Click Import to convert the lead into a full patient record in InSched. This:

  1. Creates a new patient record with the lead's contact information
  2. Optionally creates a treatment plan using the configured default plan type
  3. Records the import date and who performed the import
  4. The lead can then be scheduled for an appointment

Lead Workflow Best Practices​

Timely Response​

Respond to leads as quickly as possible. Studies show that response time is a critical factor in converting inquiries into appointments.

Assign Ownership​

Use the Take function to assign each lead to a specific staff member. This prevents leads from falling through the cracks and ensures accountability.

Track All Communication​

Use InSched's email response feature rather than external email to ensure all lead communication is logged in the system.

Convert Promptly​

Once a lead is ready to schedule, use Import to create their patient record. This ensures all their information is captured and they can be scheduled for an appointment.

Review Regularly​

Check the Leads dialog regularly (or configure it as part of your daily workflow) to ensure no inquiries are missed.

Configuration​

Default Plan for Internet Leads​

In Preferences > Synchronization, you can set the Default Plan for Internet Lead. When a lead is imported, this plan type is automatically assigned to their new patient record, starting them on the appropriate treatment journey.

Clearing Cached Leads​

If you need to refresh the lead data, use Clear Cached Leads from the menu to force a re-download from the PatientConnection server.