How much does it cost?
1:37 · pricing & transparency
You're spending real money on ads. Patients are filling out the form on your website. The enquiries are coming in. Then the front desk picks up the phone, runs through the same questions for the tenth time that week, and discovers the person on the other end is sixteen, or hasn't tried any antidepressants yet, or is currently being treated by their existing psychiatrist and just wanted to ask a question. That's not a clinic problem. That's a form problem. A generic "contact us" form is doing the only job it knows how to do - collect a name, email, and phone number and send them through. It can't tell the difference between a strong TMS candidate and someone who's not eligible. It treats all of them the same way. And that means every consult slot, every front-desk callback, and every clinician hour is being spent on a pile of leads that haven't been sorted, even though some of them are weeks away from being treated and others were never going to be your patient. The cost of that shows up everywhere. Clinicians burn time on consults that should never have been booked. Front-desk staff spend their day chasing people who don't pick up. Genuine high-fit patients wait longer for callbacks than they should, and some of them lose patience and go to a competitor before you ever speak to them. The ad spend doesn't go down. The number of patients actually starting treatment does. The fix isn't more marketing. It's a smarter intake. What a qualification survey actually does differently A qualification survey replaces the contact form on your enquiry pages with a short, structured set of questions a patient answers before any of your team sees their name. By the time the enquiry reaches your CRM, it's already sorted, tagged, safety-screened, and routed. It works because it asks the things your front desk would ask anyway - diagnosis, prior medications, age, contraindications - but it asks them up front, in a way that turns answers into actions. Strong candidates go straight to the top of the pipeline. People who need a clinician to review something get held in a separate bucket. People who aren't candidates today get a respectful response and a follow-up sequence instead of a wasted consult slot. Under-18s are always routed to a human, never auto-approved. The patient finishes the survey, sees a result that matches their situation, and gets an email and a next step within seconds - at 2am, 11pm Sunday, or in the middle of a Tuesday afternoon.
Quick answer: Most TMS clinics under-follow-up. The ones that over-follow-up sound desperate. Both lose the same patient. Good follow-up isn't more messages - it's better ones: short, spaced properly, useful on their own, and structured to give the patient a graceful reason to re-engage instead of pressure to respond. Stop the sequence at four to six touches over three weeks. After that, keep the lead in a slower nurture, not an active chase. An enquiry comes in. The clinic calls back. The patient doesn't answer. A voicemail gets left. An email goes out. Then silence. Two days later, another call. Voicemail. Another email. Same day. Three days after that, a third message. This one says "just checking in!" with a lot of exclamation marks. By the time the patient sees any of it, they've spoken to a competitor, booked with someone else, or decided the whole thing is too complicated. The clinic that spent real ad money to generate the enquiry has now spent real staff time chasing the patient away. Most TMS clinics have this problem, and it's not one anyone gets trained on. Follow-up is where marketing hands off to operations, and neither team owns it properly. So it defaults to a mix of "try harder" and "hope for the best" - which is why most sequences end up either too quiet or too pushy, and often both in the same week. Here's what appropriate follow-up actually looks like for a TMS practice, and why the current version isn't working.  Why most follow-up feels desperate The problem isn't the number of messages. It's what they say. A follow-up that sounds desperate has a specific pattern. It's about the clinic, not the patient. "Just checking in." "Wanted to make sure you got our last email." "Following up on your enquiry." All of these communicate the same thing: we haven't heard back and we're wondering why. That's the clinic's problem, not the patient's, and the patient can feel it. The tone gets more pointed when the intervals compress. Three messages in five days reads as pressure. Three messages spread over three weeks, each with something genuinely useful in it, reads as attentive care. The mistake most clinics make is assuming the answer is more touchpoints. It isn't. The answer is better touchpoints, spaced properly, that give the patient a reason to engage on their terms rather than a reminder that the clinic is waiting.
Quick answer: Most interventional psychiatry clinics run marketing in pieces — a website agency that doesn't touch the CRM, a paid team that doesn't see the intake, an SEO contractor who doesn't read a single patient survey. For Optimum Wellness & TMS in Columbus, Ohio, we rebuilt the entire acquisition system as one integrated stack: website, qualification funnel, HIPAA-compliant CRM, source-attributed call tracking, automated nurture, compliance layer, and content. One team, one system, one accountable owner from ad click to booked patient. This is what actually got built. Most TMS practice owners can describe their marketing setup the same way. A website someone built a few years ago. An intake team handling calls. Google Business Profile set up. Maybe some SEO. Maybe some ads. Different people, different pieces. Ask the same practice owner where their patients are actually coming from, and the answers get less confident. That was Optimum Wellness & TMS in Columbus when they came to us. A working website, but no call tracking, no qualification funnel, no CRM, scattered citation data, intake handled externally, and no way to see which marketing spend was actually producing patients. The marketing wasn't broken - it was invisible. Here's what we rebuilt. The website: 25 pages built around patient intent We rebuilt the Optimum site on Duda from the ground up. Service pages for TMS, Spravato, IV Ketamine, TMS for Teens, Accelerated TMS, and BrainAge. Condition pages, learning resources, a Meet the Doctor page, a Refer a Patient page, and an insurance and pricing quiz. Every service page follows the same structure: what the treatment is, who it's for and who it isn't, what a first visit looks like, how insurance and cost work, and a clear next step. Written in language patients use. The Meet the Doctor page carries more weight for TMS than most sites give it. Patients making a decision about interventional psychiatry want to see who's actually treating them. Most TMS sites bury this. We put it forward. Two landing pages built for paid traffic Two dedicated landing pages sit alongside the main site - one for TMS and Accelerated TMS, one for Spravato and IV Ketamine. Same visual system, no navigation, structured around the specific decision the ad campaign is asking the visitor to make. Both route directly to the qualification funnel. The qualification funnel: 11 slides, five outcomes At the center of the system is a structured funnel that replaces the generic contact form on every enquiry surface. Eleven short questions covering diagnosis, medication history, age (gated against FDA-cleared scope), treatment interest, treatment-specific safety contraindications, and a few free-text questions surfacing what the patient actually wants from care. At the end, the patient is routed to one of five outcome pages: strong candidate, safety review, nurture, needs follow-up, or not a fit. Each outcome triggers a different next step - automated where it can be, human-led where it needs clinical judgment. Under-18s are always routed to a person, never auto-approved. The point isn't to filter patients out. It's to make sure the intake team isn't cold-calling anonymous form submissions. When a call happens, they already have the patient's diagnosis, medication history, treatment interest, and safety flags in front of them.
