Turn enquiries into appointments, and appointments into treatment
Missed calls and online enquiries reach a coordinator's queue, appointments are confirmed on time, and every patient enquiry has a next step.
What gets in the way today
Missed calls are missed patients
When the front desk is busy, a new caller rings off and books somewhere else.
Enquiries come from many places
Listings, ads and the website each send enquiries to a different inbox or phone.
No-shows waste the schedule
Appointments booked days ahead are forgotten without a reminder call or message.
Follow-up after the first visit is patchy
Patients who need a treatment plan or a second visit drift away without a call.
How LumaKol fits the day
From the first enquiry to the closed deal, on the phone your team already carries.
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Missed calls and enquiries become leads
On Android, missed calls from new numbers on the clinic's work SIM can create a lead with a callback due. JustDial, ads and website forms arrive alongside them.
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Coordinators call back and book
The queue serves the best lead first. The coordinator records the outcome and the appointment, and the reminder follow-up is set.
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Reminders go out before the visit
A WhatsApp or SMS template opens on the coordinator's phone with the appointment details filled in.
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Follow-up continues after the visit
Patients who need further treatment stay in the pipeline with a dated follow-up until treatment starts.
On Android, calls from the work SIM are logged automatically. On iPhone, agents call from the app and log the outcome straight after.
The pipeline you start with
Built in and ready on day one. Rename, add or remove stages whenever your process changes.
- New enquiry
- Contacted
- Appointment booked
- Visited
- Treatment started (Won)
What matters most for your team
Missed calls become leads
Opt in on Android and missed calls from new numbers on the work SIM become leads with a callback due. "Not a lead" remembers numbers to ignore.
One-tap calling
Coordinators call back with one tap from the lead, and the call is logged against the enquiry.
Follow-ups and retry rules
Each outcome sets the next step, from the reminder before the appointment to the call after the visit.
WhatsApp, SMS and email templates
Appointment confirmations and directions open in WhatsApp, SMS or email on the coordinator's phone with the text ready.
Calling hours and do-not-call
Calling hours are checked before every dial and do-not-call blocks patients who asked not to be contacted.
Reports, funnels and coaching
See how many enquiries become appointments and treatments, by source and by coordinator.
Where your leads come from
Connect the channels you already use; new leads reach the calling queue as they arrive.
- JustDial
Enquiries from your listing land in the queue.
- Google Ads lead forms
Lead-form extensions post straight into your workspace.
- Website webhook
Any website or form tool can send leads to your workspace URL.
- Hosted forms
A LumaKol form you can link from ads, bios and QR codes.
- CSV / Excel import
Bring existing lists in and map the columns once.
Questions teams ask
Is LumaKol a patient records system?+
No. LumaKol manages enquiry, appointment and follow-up calls. Keep clinical notes and medical records in your clinic software.
How do missed calls become leads?+
On Android, a workspace can opt in so that missed calls, or all incoming calls, from new numbers on the work SIM create a lead with a callback due. It is off by default, and iPhones cannot read call history.
Can we stop calls outside clinic hours?+
Yes. Calling hours are checked before every dial and calls outside them are flagged. A do-not-call setting blocks dialing patients who asked not to be contacted.
Does it work on the front-desk iPhone?+
On Android, LumaKol logs calls from the selected work SIM automatically and never reads a personal SIM. On iPhone, agents call from the app and log the outcome straight after; iOS does not allow automatic capture.
Start calling with a pipeline built for you
14-day free trial, no card needed. Or book a 30-minute walkthrough with our team.