Patient Intake Trainings For Clinics
The Intake Intensive
The Intake Intensive is a fast, focused way to identify and address the gaps in your patient intake and communication processes. In just a few sessions, we’ll assess how your team is connecting with leads, where opportunities are being missed, and how to convert more patients. This is our most accessible and action-packed offer: part audit, part workshop, all value.
About The Intake Intensive
The Intake Intensive was born out of real-world experience, after completing nearly 100 secret shop audits for private-pay clinics across the country. The experience was eye-opening, and individually unique every time. Technical issues, blind spots, missed opportunities, and even misaligned expectations were identified.
The Intake Intensive was created to fill those gaps with a practical, empowering workshop that brings clarity, transparency, and cultivation of your clinic’s true potential. It’s not just about “better phone etiquette”, it’s about creating confident, capable team members who know how to represent your services and convert leads with professionalism and care.
99% of owners were shocked by what we uncovered.
80% of team members had received no formal training from leadership on how to handle new patient inquiries.
20% of team members who had been trained, had not been regularly tested, coached, or refreshed on expectations or performance.
Upgrade your patient’s first impression. Boost your bookings.
We’ve seen clinics walk away from this process reenergized with proven strategies that boost revenue, improve conversion, and elevate the patient experience. And the best part? It doesn’t have to be a one-time thing. We’re here to retrain new hires, refresh seasoned teams, or reinforce what’s working, whenever you need it.
Virtual & In-person Workshops available.
Let’s get your team aligned, confident, and ready to grow.
3
Expert-Led
Sessions
4
Tailored Takeaway Resources
Unlimited
Team Member
Attendees
2
Week-Long
Workshop
Not ready to dive in just yet? Get a taste first – register for a free mini audit.
Curious about how your clinic’s intake process really feels from the patient’s perspective? Our free Mini Patient Experience Audit offers a quick, insightful glimpse into areas of opportunity, no commitment required. It’s the perfect way to preview what the full Intensive Intake Workshop can deliver.
Clinic Specialties We Support
If your clinic offers private-pay services and you’re committed to growth, we’re equipped to help.
We’ve worked with providers across more than 20 clinical verticals, including:
Anti-Aging & Hormone Optimization Clinics
Weight Loss & Body Contouring Clinics
Plastic & Cosmetic Surgery Clinics
Medical Spas
Regenerative Medicine Practices
IV Therapy Clinics
Hair Restoration Clinics
Dermatology Practices
Don’t see your specialty listed?
That doesn’t mean we haven’t worked with it. Reach out—we’re confident we can speak your language.
The Intake Intensive Process
Here’s what your team can expect out of this workshop over the course of 2-3 weeks:
01
Secret Shop Audit
We anonymously reach out through your clinic’s contact channels (calls, forms, DMs) and document real-world interactions, so you know exactly how your team is showing up.
02
Management Strategy Session
We walk through the audit findings together and collaborate on what needs to shift to better guide leads toward booking and build more consistent results.
03
Team Coaching Session (Recorded)
A hands-on, judgment-free training with your intake team. We cover communication skills, tone, triage flow, follow-up, and value-driven conversion—tailored to your services and personality.
04
Custom Takeaway Resources
You’ll receive a recap guide, sample scripts, tracking tools, and ongoing support suggestions, built specifically for your clinic’s structure and goals.
identifying readiness
Signs It May Be Time For A Reset
This training is perfect for new clinics, or seasoned teams who are feeling the following:
You’re getting plenty of leads, but too few are booking
Your front desk team hasn’t received formal communication or conversion training
You don’t know what’s happening with inquiries once they come in
You’re offering high-ticket services, but patients don’t seem to understand the value
You’re relying on CRM tech that’s underutilized, or not using any tracking at all
Benefits
Identify Where Leads Are Falling Off
Gain a clear understanding of where your intake process is losing patients, and how to fix it.
Protect Manager-Staff Relationships
Let us deliver the hard feedback so you don’t have to risk straining internal dynamics.
Turn Front Desk Into a Revenue Driver
Train & reenergize your team to confidently guide inquiries, communicate value, and convert patients, not just answer the phone.
Learn Sales Strategies That Actually Work
Equip your staff with proven, patient-centered communication strategies used by the most successful clinics and sales teams.
Get Customized Tools Built for Your Clinic
Walk away with intake scripts, tracking systems, and workflows tailored specifically to your services and team setup.
Establish A New & Improved Baseline
Create a repeatable, scalable training foundation for onboarding new hires or refreshing existing team performance.
Is My Clinic a Good Fit?
We believe a strong partnership starts with mutual alignment. That’s why we encourage an initial discovery call to explore your clinic’s needs and goals. But if any of the following sound like you, there’s a good chance we’re a fit:
Why It Works
Because your intake process is part of your sales process.
If your team isn’t trained to guide patients through your funnel with clarity and confidence, they’ll fall through the cracks. This intensive turns every interaction into a strategic touchpoint and gives your team the tools to lead it well.
Start Cultivating Your clinic
Let’s Get Started
We work virtually with clinics across the U.S. and offer limited in-person sessions.
Frequently Asked Questions
Find answers to commonly asked questions about our services.
Do we need to prepare anything before the sessions?
Not much! Once you’ve booked the workshop, we will send over a brief questionnaire to gather some information about your clinic and team.
Who on our team should attend?
Owners and managers attend the Management Session so that we are aligned on clinic goals and team expectations before the training, and to share the results on the secret shop audit.
For the team member training session this would be for anyone who handles patient inquiries, phone, email, text, or chat. That typically includes front desk staff, intake coordinators, and even office managers.
Can we schedule sessions outside of typical business hours?
We’ll do our best to accommodate your team’s schedule and the timezone that your clinic is in. Early morning, lunch-hour, or late afternoon sessions are often available.
If you’re looking to roll this into a team building weekday or weekend we can accommodate those plans as well.
What makes this different from other front desk trainings?
This isn’t a generic script or one-size-fits-all approach. Every aspect of the training is customized to your clinic’s services, tone, and intake structure. You’ll get access to tactics that have worked in both national call centers and real-world private-pay clinics across the U.S. With experience training over 200 clinics, we’ve seen nearly every intake and retention challenge, and we bring proven, efficient solutions to the table. This is training led by someone who knows how to turn your team into confident, strategic communicators that convert.
Will we get access to the recording?
Yes. Your coaching session will be recorded and shared with you for future training, onboarding, or team refreshers.
We also record secret shop call experiences to download and send to the management team to listen to while reviewing the evaluation we provide.
Can this be a one-time engagement?
Yes! The Intake Intensive is a great one-off investment. That said, many clinics choose to follow it with longer-term consulting once they see the results.
What if we already use a CRM?
Perfect, we’ll incorporate it into your training and make sure your team is using it to its full potential. If you’re not using one, we’ll introduce simple alternatives that still get results.
We’ve worked with many of the most common CRMs and EMRs used in clinics.
Do you work with practices that accept insurance?
Yes, we work with many practices that accept insurance. However, we’re the best fit for clinics that also offer a private-pay component to their services. That’s where our expertise in upselling, cross-selling, and patient reengagement really shines. If you’re looking to grow the self-pay side of your practice, we can help build the systems and strategies to make that profitable and sustainable.
What is The Clinic Collective?
The Clinic Collective is our digital resource shop for clinic owners and managers. You’ll find downloadable tools like call scripts, SOP templates, conversion training workbooks, and frameworks to help your team perform better — whether or not you’re working with us directly.
Let’s Start With a Conversation.
Whether you’re scaling, shifting, or just feeling stuck, we’re here to help you move forward with clarity.