Insurance agencies · Medicare
Medicare consultation booking in GoHighLevel, from first inquiry to the consult
We built this for a bilingual Medicare and retirement agency, and it is live. An inquiry comes in through an intake questionnaire, the person books a consult time themselves, and every booking gets paired email and text reminders, with no-show recovery kept apart from the rest.
The job
What consult booking has to do for a Medicare agency
A Medicare inquiry can come from someone new to Medicare or from a family member helping them choose. Either way they want a conversation with an agent before they decide anything. The job is to get that person from the first form to a booked consult, with the answers the agent needs already on the contact, and to keep the slot from going empty.
In GoHighLevel (GHL) this job is the front half of the pipeline. The build uses five stages for it: New Lead Inquiry, Contact Attempted, Appointment Scheduled, Needs Analysis and Plan Presentation. Contact Attempted sits between the inquiry and the booking for people who do not book on their own, so the team can see at a glance who has been tried and who has not. The other five stages take over once the agent has presented a plan.
Reminders and no-shows are kept apart on purpose. Each booked consult gets an email and a text that go out as a pair. Someone who misses the consult moves into no-show recovery, a sequence of its own whose wording is never shared with the reminders or with long-term follow-up.
Medicare adds a step that ordinary booking does not have. Before a personal marketing appointment, the agent has to agree on the Scope of Appointment with the person and record it, and it has to be in writing when the meeting is in person (42 CFR 422.2264). Where that step sits in your booking path is settled with your compliance contact in the plan, before anything is built. This page is not legal advice.
What we set up
The pieces of the booking path
- An intake questionnaire on HighLevel forms for what the agent needs to know before the consult
- A Spanish version, when you book Spanish speakers, with the same fields as the English one and copy your side has checked
- A calendar that books itself, so the person picks the consult time without a phone call
- The first five pipeline stages, from New Lead Inquiry to Plan Presentation
- Paired email and text reminders for every booked consult
- No-show recovery as its own sequence, never sharing wording with reminders or nurture
- Custom fields and tags for the intake answers, feeding the smart lists staff work from
- A2P texting registration and SMS compliance before the first text reminder goes out
How a setup runs
How the booking path gets built
A 1:1 with Rob
Half an hour on how inquiries reach you today, who takes consults, how long a consult runs and which languages you book in.
The plan, word for word
Each intake question, reminder and no-show message is written out in full, along with the Medicare disclaimer your agency supplies. Your agency approves it before we build.
Texting registration, early
We file A2P registration at the start. Email reminders can run while it is in review; text reminders switch on once it is approved.
Build, then the QA report
We build the forms, calendar, stages and reminders you approved, and hand over a QA report with screenshots for each part.
A verdict on each change
Once it is live, a change is checked against the approved plan first: a fix inside it, or new scope you agree to before work starts.
What you bring
What we need from your agency
Your intake questions
What an agent needs to know before a consult. If you book in Spanish, someone on your side checks the Spanish wording.
Your consult hours
Who takes consults, on which days, and how long each one runs, so the calendar only offers real slots.
Your Scope of Appointment process
How your agency records permission before a consult today, so the plan puts that step in the right place.
Your disclaimer wording
The Medicare disclaimer your agency uses, sent before go-live. It goes into the plan exactly as you wrote it.
Where it stops
The build gets the consult booked and kept. The consult itself is your agent's. We do not build mass texting to a purchased list, and we do not write your compliance wording; your agency supplies it.
Services used
Set up alongside consult booking
Questions
Questions about Medicare consult booking
Can people book a Medicare consult without calling us?
What happens when someone misses their consult?
Do text reminders work from day one?
Does the booking path handle the Scope of Appointment?
Can it book Spanish-speaking clients?
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 consult path with Rob
Bring how inquiries reach you today. In thirty minutes Rob shows where your booking path would start, where it would hand over to your agents, and what you would approve first.