From Single-Digit to 20%+ Conversion: Turning Inquiries into Patient Admissions
For Rehab Without Walls®, Neuro Rehab Where Patients Are
“Growing patient volumes in a competitive imaging market depends on knowing which physicians to engage, where to focus, and how to measure what works.”
– A healthcare leader seeking to turn patient inquiries into admissions.
When a national neuro-rehabilitation provider set out to increase patient acquisition across its clinics in the United States, a Salesforce-powered lead management program delivered measurable results:
Over 20%
Of leads now converting
Seconds or minutes
Lead follow-up time, versus days or even weeks previously
Hundreds per month
Inquiries now captured, graded and routed, with lead qualification measured by state, clinic and resource
Cross-Service Collaboration
Leads suited to other lines of business are now shared instead of disqualified
Business Problem
The provider received hundreds of inquiries every month but had little insight into what happened after they arrived.
Marketing campaigns, for example paid search, were not linked to opportunities. Because of that leadership could not know which Marketing campaigns brought in patients. Work was spread unevenly across clinics, and there was no data to show how much help each clinic required. Leads that matched parts of the organization were almost always rejected and not shared. That caused many patients to be lost and revenue to fall.
The organization needed a reliable way to capture, route and track every inquiry, and to connect marketing spend to patient outcomes.
Customer Challenge
With clinics located across the United States, patient demand doesn’t arrive evenly. Without a unified view, follow-up depended on individual effort. Some inquiries were answered promptly, while others waited days or weeks. Every delay risked a patient who needed care choosing another provider or going without.
Leadership had no data to show where clinics needed more support, and marketing had no way to prove which campaigns worked. The organization required one system that used data to track leads from all sources, such as UTM and campaign data. The organization had to sort and send each lead to the resource right away. Also, let clinics and leaders see at a glance how many leads were coming in and how busy their teams were.
Movate Solution
Mova iO implemented Salesforce Sales Cloud to capture, distribute, and qualify leads end to end. Leads from the RWW website flow directly into Salesforce with UTM codes and marketing information through WordPress and the lead form integration.
Each lead is automatically graded and routed to the appropriate resource, reducing follow-up time from days or weeks to seconds or minutes. Lead qualifications are tracked by state, clinic, and resource, with list views highlighting leads requiring immediate action. Real-time dashboards provide visibility into lead volumes, helping RWW forecast demand and plan clinic workloads.
Movate Applied AI Differentiator
Movate combined Salesforce expertise with a deep understanding of healthcare admissions workflows to turn scattered inquiries into a managed patient acquisition engine.
With campaign data tied to lead outcomes, RWW can now identify its most productive marketing campaigns and optimize spending accordingly. Data-driven decisions have replaced anecdote, so the organization can see which areas need additional support. RWW is also collaborating more with other bright spring lines of business, so patients get more comprehensive support across the family of services.
The result is conversion rates that nearly tripled to over 20%, faster admissions, smarter marketing investment, and a scalable foundation for continued growth in patient acquisition.
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