New Patient Referral Source Tracking & Reporting
A done-for-you healthcare automation built for the Marketing Coordinator, connecting Jotform, Airtable, and Google Sheets so the work below happens on its own.
What this automation does, step by step
The moment a new patient completes intake, this automation automatically captures how they found the practice, whether it was a physician referral, an insurance directory listing, a Google ad, or a friend's recommendation, by pulling the response from the intake form directly into a centralized tracking sheet.
Each new patient record is automatically tagged with their source, and the data rolls up weekly into a report the marketing coordinator reviews to see which channels are actually converting into booked, paying patients rather than just generating clicks.
Referring physicians identified through the source data are automatically added to a thank-you outreach list.
Practices running this stop guessing at what's working and start shifting marketing budget toward the channels the data actually supports.
- Jotform (intake source question)
- Zapier or Make.com
- Google Sheets or Airtable (referral source tracking)
- Practice management software
- Email (referring physician outreach)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without automation, this falls entirely on a marketing coordinator, who has to track every step by hand across emails, spreadsheets, and sticky notes. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Daily and weekly digests delivered automatically
- Threshold alerts when a key number moves
- Dashboards fed directly from your systems
- Client and owner reports assembled without copy and paste
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