Chiropractors: inquiry pipeline
A chiropractic inquiry pipeline that moves on its own, from form to booked visit
In GoHighLevel (GHL), a new patient inquiry can sit untouched for days while the front desk looks after the people in the room. We built and tested a pipeline for a chiropractic clinic in which each thing the person does moves their card to the next stage: the form, the reply, the request for a time and the booked appointment. The team hears about every new inquiry the moment it arrives.
The job
Four moments that move an inquiry
A stage changes because the person did something, not because someone remembered to drag a card.
Most clinics know where their inquiries come from. The trouble is everything in between. A form arrives, the person texts back an hour later, someone else on the team gets asked about Thursday, and the only record of who is where lives in one staff member's memory. The pipeline we built takes that bookkeeping off the desk.
The form starts it. A form submission places the person in the pipeline's opening stage, and a notification goes to the team automatically. HighLevel's help center lists the channels its Internal Notification action can use, email, in-app notification, SMS or WhatsApp, and says an in-app alert can take staff straight to a chosen page, such as the contact or the opportunity.
A reply moves it to Contacted. The moment the person answers, the card moves on. HighLevel treats a reply as its own event: the help center describes the Customer Replied trigger as one that starts a workflow when a contact replies to a message, with filters that can narrow it to one reply channel or to replies to one particular workflow's messages.
A request for a time moves it to Booking Requested. This stage is there because asking for an appointment and having one are different things. It tells the desk that a patient has put a hand up, so nobody has to scroll back through texts to find out who wants to come in.
A booked appointment moves it to the booked stage. From here the person is on the schedule and the inquiry part is over. The pipeline hands them on to what happens after the visit, which is a separate job with its own page.
None of these moves waits on a person, and that is the point of the build. On a busy day the board stays accurate because each stage follows what the patient actually did. Before handover, every transition and every notification in it was tested end to end.
This job stops short of the clinical side. It doesn't book into the clinic's scheduler, take a payment, or hold anything from the patient record. No AI answers the inquiry either; the clinic's staff do.
What we set up
The pieces of the inquiry pipeline
Tested end to end before handover.
- A pipeline with an opening stage for new inquiries, then Contacted, Booking Requested and a booked-appointment stage
- A workflow that places each form submission in the opening stage
- An automatic team notification for every new inquiry
- A move to Contacted as soon as the person replies
- A move to Booking Requested when the person asks for a time
- A move to the booked stage once the appointment is made
- A hand-off from the booked stage to the clinic's after-visit follow-up
How a setup runs
How the pipeline gets built
Start with a call
Half an hour with Rob on where your inquiries come from, who on your team should hear about each one, and how a request for a time turns into a visit at your clinic.
Stages and words on paper
The plan document names every stage, what moves a person into it, and the exact wording of each message and team alert. You read it, change what you want, and approve it before anything is built.
Built in your account
We create the pipeline, and the workflows behind each stage change, in your own HighLevel account, starting from the forms you already use.
Tested move by move
Each transition and notification is run end to end before handover. The QA report shows what was tested and how it behaved, with screenshots.
Changes after launch
A new stage or an extra alert gets a verdict before anyone starts on it: inside the scope you approved, or new scope.
What you bring
What the clinic provides
Your inquiry forms
The forms on your site and anywhere else new patients reach you. Every one of them has to land in the opening stage.
Who gets the alert
The person or people who should hear about a new inquiry, and how they want to hear it: email, the HighLevel app or a text.
Your stage names
If your desk already has words for these steps, we use them, so the board reads the way your team talks.
How a request becomes a visit
Who handles a booking request, and in which system, so the pipeline matches what really happens at the desk.
Where it stops
The pipeline tracks inquiries and tells your team about them. It doesn't book into your clinic's scheduler, take payment, store anything from the patient record, or put an AI in front of patients.
Services used
The setups this pipeline depends on
The stages, and the workflows that move people through them.
HighLevel pipeline and CRM setup
Pipelines, calendars and custom fields shaped around how you sell, with bookings and no-shows moving each deal on their own.
See Pipeline and CRM setupHighLevel workflow automation
Nurtures, reminders, no-show recovery and reactivation, written out word for word and walked through by a test contact before launch.
See Workflow automationQuestions
Questions about the inquiry pipeline
Do we have to drag cards across the board ourselves?
What counts as Contacted?
Why is Booking Requested separate from booked?
Who hears about a new inquiry?
Does this book patients into our scheduler?
Who you talk to
Rob Eason
Rob runs HLAI Experts and takes the 1:1 calls himself.
He is a HighLevel Certified Admin with the second-most reviews in HighLevel's Certified Admin Directory worldwide, all of them 5 out of 5.
He won HighLevel's Top New Subaccounts via AI Employee award in its 2025 Summer of AI Awards and taught HighLevel's official masterclass on its AI Employee.
Before HighLevel, he co-owned a 60-employee financial services firm and sold his share.
On the call he looks at your account, not a script.
5/5 across 83 reviews in HighLevel's Certified Admin DirectoryMap your inquiry stages with Rob
Bring a recent inquiry that took too long to book. Rob will show you where each moment would land in a HighLevel pipeline, and who on your team would hear about it.