LeadGenie · Audiology Practice Automation

Your Practice, Always On.

Lead Genie automates patient acquisition and engagement for audiology practices — so your team focuses on care, not admin.

Live System Metrics

<60s

AI responds to every enquiry instantly

40–60%

Lead to booked appointment rate

85%+

Show rate target with automated reminders

24/7

100% of leads covered, no exceptions

The Challenge

Running a practice is expensive when it runs manually

Most audiology practices lose patients not due to clinical quality — but because of gaps in the patient journey that no one has time to fix.

🌙 The After-Hours Gap

Most patients research and enquire in the evenings or on weekends. If no one responds, they book with whoever answers first — often a competitor.

📋 Admin Overload

Administrative tasks consume 20–30% of your team's time. Phone tag, manual follow-ups and reminder calls eat hours that should be spent on patient care.

📉 Inconsistent Bookings

Patient inflow depends on manual effort, creating unpredictable cycles. Growing requires proportionally more staff — which kills margin.

👻 No-Shows With No Recovery

The average practice accepts a 15–20% no-show rate. Each one is lost revenue — and most are never followed up with a prompt to reschedule.

How It Works

The complete patient journey, automated

From the moment a patient finds you online to their annual recall — every touchpoint handled, your team steps in only where it matters most.

1 · Patient Discovers You

A patient visits your website at 9pm. Your AI assistant is live — answering questions, reassuring them the assessment is free, and offering to book immediately.

AI Chat + Voice · 24/7 · Any Channel

2 · Lead Captured, Scored & Qualified

Contact details, hearing concern, symptom duration, age and booking intent are captured automatically. Each patient is scored and tiered — Hot, Warm, or Nurture — so your team always knows who to prioritise.

Hot Lead Alert · 60 Seconds · Automatic Lead Scoring

3 · Appointment Booked

The AI books directly into your calendar or sends a one-click booking link. Confirmation email and what-to-bring instructions fire immediately.

Auto-Scheduling · Calendar Sync · Instant Confirmation

4 · Patient Shows Up

Automated reminders at 48 hours and 2 hours before. Patients confirm with a single SMS reply. No-shows trigger a 3-step recovery loop — no staff involvement needed.

Reminders · No-Show Recovery · Zero Manual Work

5 · Relationship Continues — Long Term

After the visit, a thank-you message goes out. Happy patients are guided to leave a Google review. Then the system keeps nurturing automatically across multiple touchpoints:

  • 2 Weeks post-visit — Hearing aid calibration check-in
  • 1 Month — Device adjustment tips & care reminder
  • 3 Months — Scheduled calibration booking prompt
  • 6 Months — Mid-year hearing aid service follow-up
  • Annual — Full hearing re-assessment recall
  • 18+ Months (inactive) — Reactivation campaign

Reviews · Recall · Device Follow-Ups · Annual Check

Smart Lead Scoring

Every patient automatically ranked at capture

Lead Genie scores every new enquiry using clinical and behavioural signals — so your team focuses their time where it has the highest impact.

Scoring Signals

  • Hearing concern severity — up to +40pts
  • "Ready to book" intent — +30pts
  • Age range (65+ highest) — up to +20pts
  • Never had a hearing test — +10pts
  • Doctor/friend referral — +10pts
  • Opens email / clicks link — +5–10pts

Your team sees a simple label on every patient: Hot, Warm, Nurture or Cold — with clear next actions baked in.

🔥 Hot Lead

Instant alert + fast-track booking
Score: ≥ 60pts

⚡ Warm Lead

Priority follow-up within 24 hrs
Score: 30–59pts

🌱 Nurture Lead

Educational email sequence
Score: 10–29pts

💤 Cold Lead

Long-term drip, minimal outreach
Score: < 10pts

Proven Impact

The numbers that matter

Data-driven performance that transforms audiology practices from manual chaos to automated growth.

Implementation Speed

Traditional Agency
4–6 Weeks

Lead Genie
2–3 Hrs

<60sec Average Response Time

AI responds instantly to every enquiry, ensuring you capture leads while intent is highest. That's 10x faster than manual follow-up.

100% Leads Covered

24/7/365 availability means no missed calls, no lost opportunities, even on weekends and public holidays.

40–60% Conversion Target

Industry-leading lead-to-appointment rates driven by intelligent scoring and instant booking.

85%+ Appointment Show Rate

Automated multi-channel reminders drastically reduce no-shows and wasted clinic time.

Recovering just one hearing aid patient covers the platform cost for months.

Total Impact ↗ Compounding gains across lead capture, conversion, and retention.

What You Get

Three features that change how your practice operates

💬 All-In-One AI Assistant

One widget on your website. Patients can type or speak — your AI handles both, any time of day or night. Same knowledge base, same booking calendar across all channels. Also answers your practice phone line, so patients who prefer calling get the identical experience.

"You're not missing after-hours enquiries anymore. Every visitor gets a response — even at midnight."

⚡ Speed-to-Lead Alerts

When a patient's lead score hits Hot tier, your front desk receives a notification within 60 seconds. A task is created automatically: call within 15 minutes. Research shows conversion rates drop sharply after 5 minutes — this keeps you in the window that wins.

"Your most motivated leads are flagged the moment they raise their hand — no manual checking required."

🔄 No-Show Recovery

When a patient misses their appointment, a 3-step automated sequence fires — re-engagement at 1 hour, a second touchpoint 3 days later, and a final prompt at 7 days. Only escalates to a manual call if all automated attempts fail to rebook.

"Every recovered no-show is revenue your team didn't have to chase — the system does it."

The Plan

Start lean, scale as you grow

The system launches with the core automation that drives the most immediate value — then expands based on your practice's specific needs.

✦ Phase 1 — IMMEDIATE VALUE

Core Automation System

  • 24x7 AI Chat + AI Voice Receptionist on your website

  • Hearing screener survey with auto lead capture

  • Smart lead scoring — Hot, Warm, Nurture, Cold

  • Speed-to-lead alerts (<60-second response)

  • Automated appointment booking & confirmation

  • 48-hour and 2-hour appointment reminders

  • No-show recovery (3-step automated sequence)

  • Post-visit thank-you follow-up

  • Google review widget for your website

  • Live practice dashboard with real-time metrics

Phase 2 — CUSTOMISED FOR YOUR PRACTICE

Advanced Growth Tools

  • 21-day lead nurture email sequence
  • Google review collection with sentiment routing
  • Hearing aid follow-up sequence (2wk / 1mo / 3mo / 6mo)
  • Annual hearing re-assessment recall (11-month)
  • Device calibration & service reminders
  • Inactive patient reactivation (18+ months)
  • Weekly & monthly automated KPI reports
  • Patient referral tracking program
  • Full inbound phone AI agent

lead capture form in action

Try lead form submission

Interact with our demo lead capture widget to see how Lead Genie collects, scores, and schedules patient enquiries in real time.

Common questions from Australian audiology teams.

If you’re wondering about call quality, compliance, or how your team stays in control, these answers will help.

Will patients know they’re speaking with AI?

You choose. Many clinics introduce Lead Genie as a digital assistant that helps manage bookings and information; others prefer a more human reception style. In both cases, the AI is scripted and tuned with you to make sure the tone fits your brand and your patient demographic.

Can Lead Genie handle medical and compliance requirements in Australia?

Yes. We design flows with your clinicians, including how to handle red‑flag symptoms, emergencies, privacy and consent statements, and call recording notices. Lead Genie is configured so that anything that looks like an urgent clinical issue is escalated to your on‑call process instead of being handled solely by AI.

How does this fit with our existing phone system and practice software?

We typically connect to your existing phone numbers via call forwarding or SIP, and integrate with your current booking tools or practice management system where possible. On your demo call we’ll map the exact setup you use (e.g. dedicated new patient line, centralised reception, multi‑site routing) and show you the integration options.

What does onboarding look like for a multi‑clinic group?

For groups, we run a short discovery session to map each location, preferred greeting scripts, and escalation paths, then build and test flows in a sandbox environment. Most groups start with 1–2 pilot locations and roll out to the rest once the team is comfortable and KPIs are met.