Healthcare & Clinic Systems
ARC Rehabilitation & Pilates
Complete Patient Growth System & Clinic Automation Ecosystem
285+
Active Leads Tracked
11
Specific Auto-Workflows
4
Sales Pipeline Stages
100% Automated
Resource Delivery
Role
Lead GoHighLevel & Automation Architect
Tech & Tools
Key Deliverables
- •Custom Clinic Website Design & GoHighLevel Build
- •Facebook Lead Ads Real-Time CRM Synchronization
- •Four-Stage Patient Pipeline & Status Tracking
- •11 Automated Condition-Specific Follow-Up Sequences
- •Instant Automated PDF Information Pack Delivery
- •Reformer Pilates Assessment High-Converting Landing Page
- •Branded Patient Newsletter & Long-Term Nurture Flows
Project Overview
ARC Rehabilitation & Pilates is a specialist physiotherapy, rehabilitation, and Reformer Pilates clinic based in Ballina, Co. Mayo, Ireland, founded by chartered physiotherapist Stephen Clarke. Working with major insurance providers including VHI, LAYA, and Irish Life, ARC has guided over 1,000 patients toward long-term recovery from chronic pain, sporting injuries, and movement limitations.
The Challenge
- No centralized CRM or structured lead capture process, causing inbound Facebook ads and organic inquiries to be handled inconsistently.
- Front-desk staff spent hours every day manually composing and sending condition information packs to prospects.
- Inquiries were treated with generic, one-size-fits-all responses rather than addressing their specific injury or clinical requirement.
- Zero visibility into lead stage progression, resulting in warm prospects slipping through the cracks before booking an assessment.
- Disconnected digital assets (website, forms, and ad campaigns) operating in silos without automated follow-up sequences.
Technical Solution & Architecture
1.Clinic Website & Reformer Landing Page
Engineered a high-converting, mobile-responsive website on GoHighLevel with dedicated treatment pages and an assessment-focused landing page structured to overcome patient hesitations and drive appointment bookings.
2.Facebook Lead Ads Direct Integration
Connected Meta Lead Ads directly into a 4-stage GoHighLevel sales pipeline. Leads are instantly captured, tagged, and distributed without human intervention or delayed manual export.
3.11 Condition-Specific Automation Workflows
Architected 11 automated workflow branches that detect the patient's reported pain area (back pain, neck stiffness, sports injuries, post-op recovery) and deliver tailored clinical guidance.
4.Instant PDF Information Pack Delivery
Automated the dispatch of specialized condition PDF guides immediately upon form submission, establishing immediate authority and cutting front-desk response times to seconds.
5.Patient Nurture & Branded Newsletter Engine
Configured long-term educational email nurture sequences and an ongoing newsletter system inside GoHighLevel to maintain trust, foster referrals, and re-engage past patients.
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Operational Impact & Results
“By building a complete patient growth system inside GoHighLevel, our clinic now captures, nurtures, and tracks every lead seamlessly. The automated condition-specific follow-ups and instant info packs have saved our front desk countless hours while noticeably increasing booked appointments.”
Stephen Clarke
Founder & Chartered Physiotherapist, ARC Rehabilitation & Pilates
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