Before your AutoChiro account closed I took a full copy of everything in it.
Since then I've rebuilt a working version on my own platform, so you can look at it rather than
take my word for it.
Live right now, in an account set up for you
- Your contacts, with every tag intact
- Your custom fields, with the patient details that were stored against them
- Your "New Lead" follow-up sequence, running your original wording and timings
Recovered and stored safely
49
Contacts, with tag history
102
Automations, every step
182
Messages sent to patients
Calendars, pipeline, forms, surveys, custom values and your Meta ad connection are all captured
too. None of it depends on AutoChiro any more. It's yours, it's off their
platform, and it's backed up.
What I found going through it
You were paying for far more than you used
Of the 102 automations, only 28 ever had a single patient pass through them.
Your actual working system is about a dozen: a four-step new lead follow-up, appointment
reminders, and payment messages. The rest was never switched on.
The safety net existed — it just wasn't connected
There's an automation called "AI Booking Error Detected" whose entire job is to raise
a task saying "call the patient and manually help schedule their appointment." That is
exactly what you wanted when the bot lost you those two patients. It was built, and it was never
wired up.
Your card fees are worth a proper look
You mentioned 5%. Standard UK card rates on Stripe are around 1.5% + 20p, and in person
through a card reader it's 1.4% + 10p. But Klarna is 4.9% — so if that's being
offered on first visits, it could account for the whole thing. One look at a statement settles
it, and the fix may be much simpler than changing provider.
Your phone number was set up wrong
The account had a Spanish country code in front of your Billericay landline. Already corrected
in the new setup.
The website is slow enough to be costing you patients
I tested thechirocentre.com from a London server on a normal broadband
connection, so this isn't a distance problem:
5.8s
Time to load main content
In plain terms: the main content takes 5.8 seconds to appear — Google's
threshold for "good" is 2.5 — and the page jumps about while loading badly enough that people
tap the wrong thing. Most visitors on a phone won't wait, and every one who leaves was a paid
ad click.
The structure of the site scored 73%, so the bones aren't the problem — it's how it's built
and served. I'd treat this as its own piece of work, and it's the cheapest place
to find more first visits, because you're already paying to send people there.
What I'd suggest for Stage 1
This isn't moving data between systems. It's rebuilding your patient acquisition
machine so you own it outright — the automations, the message wording, the follow-up
logic, the reporting — and then handing you the keys.
What you're replacing
You've been paying around £700 a month — roughly £8,400 a year — for both
clinics to run through a single account you don't control. What's recorded in it is
26 opportunities, of which 5 were won, and £944 of tracked pipeline value.
Either it wasn't performing, or it wasn't being used as the real
record of what happened. I genuinely can't tell which from the data — and that's the
actual problem. You were paying £8,400 a year for a marketing system that can't show
you what it produced.
- Your own account, fully set up: branding, calendars, pipeline, team logins
- Contacts, tags and history brought across
- The 10–12 automations you actually use, rebuilt with your wording
- Lead follow-up, appointment reminders and payment messages working end to end
- The "call this patient back" alert — connected properly this time
- A visible count of how many times a lead has been called, which you asked for and never got
- Automatic review requests after a patient attends — built in, no extra cost
- Reporting that actually tells you what each channel produced, so the
question above can never be unanswerable again
The part nobody has touched yet
There were 49 contacts in that entire system. Your real patient list lives in
Clinic Office and has never been connected to any of this. AutoChiro built three "database
reactivation" campaigns — for inactive patients, cancellations and no-shows — and
not one of them ever ran against a single patient.
For a practice your size that's the largest single opportunity here, and it costs nothing in
ad spend. It's people who already know you.
What you own at the end
The account, the automations, the message wording, the data and the reporting — all in your
name, transferable, with no notice period and nobody able to switch it off. If you and I stop
working together, you keep a working system rather than starting again.
There are still running costs — the platform itself, plus text,
WhatsApp and any AI call handling, all billed on usage. I'll set those out plainly so there are
no surprises, but they're a fraction of £700 a month, and they go to the suppliers rather than
to me.
Later stages, priced separately when we reach them: telephony and RingCentral, with the AI
answering and handing straight to a human rather than trying to book; two-way sync with Clinic
Office; and the website, where the speed problem above is the first thing I'd fix.
I don't need anything from you on branding — I'll
take the logo, colours and imagery from your website and socials, and show you before anything
goes live.
On how we'd work
Staged, as you suggested. Each stage is agreed, delivered and signed off before the next one
starts, and paid on completion of that stage — so you're never more than one stage exposed, and
neither am I. Fixed price per stage, not hourly.