Better systems mean better patient care—and more patients seen.

If you’re like most healthcare practices, your front office is busy. Staff are juggling phone calls, walk-ins, faxed referrals, and website inquiries—all while trying to schedule appointments and manage follow-ups. Somewhere in that flurry of activity, potential patients fall through the cracks.

In fact, it’s not uncommon for practices to lose a significant portion of referral volume due to poor lead tracking. Not because care isn’t great—but because systems aren’t designed to capture and follow up on every opportunity.

That’s why we built Athelas Lead Tracker.

This tool helps your team track, manage, and convert more patients, without adding work. With custom workflows, AI-powered data capture, and clear reporting, Lead Tracker turns referrals and inquiries into scheduled visits—seamlessly.

What Is Athelas Lead Tracker?

Athelas Lead Tracker is a customizable referral and lead management tool for healthcare practices. It’s designed to close the gap between initial interest and booked appointments—whether leads come in via phone, website, walk-ins, or faxed referrals.

With Lead Tracker, your team can:

• Track and manage all incoming patient leads
• Route referrals to the right provider or location
• Automate data entry from inbound faxes
• Follow up on open leads or treatment declines
• Measure referral conversion trends by source and facility

It’s intuitive, flexible, and tailored to real-world clinic workflows.

How Lead Tracker Helps Streamline Patient Intake

Here’s how Athelas Lead Tracker fits into your daily operations:

• Manage Your Patient Pipeline from Start to Finish
• From first contact to first visit, Lead Tracker gives you a clear view of every lead’s status.
• Set up custom stages and sub-stages (e.g., New Inquiry → Awaiting Records → Scheduled)
• Assign leads by location, provider, or service line
• Use color-coded status indicators to help your team stay aligned
  

Whether your intake process is simple or complex, the tool adapts to your workflow—not the other way around.

Capture the Right Data—Automatically

Each lead profile includes essential metadata like:

• Referral type (e.g., self-referral, provider referral)
• Reporting category for analytics
• Stage and sub-stage in the intake journey
• Treatment declined status, with reasons for visibility and re-engagement
  

Everything is editable and stored for future reference, making follow-up more informed and efficient.

Easily Create, Update, and Link Leads

When a patient inquiry comes in, staff can:

• Quickly enter lead details
• Assign the correct stage and provider
• Link leads to new or existing patient records
  

Lead Tracker is designed for speed and clarity. Updating information, changing stages, or modifying metadata takes just a few clicks.

Track Leads That Don’t Convert—and Learn from Them

Not every referral turns into a visit, and that’s okay. What matters is understanding why.

With the Treatment Declined feature, you can:

• Flag leads that opted out of care
• Capture decline reasons
• Revisit these leads if circumstances change
  

This gives your team a better picture of your overall patient pipeline—and uncovers new opportunities for future engagement.

Intelligent Reporting and Real-Time Insights

Want to know how many referrals turned into visits last month? Or which locations are converting best?

Lead Tracker gives you actionable reporting across your organization:

• Track conversion rates, decline reasons, and referral volume
• Group leads by stage, category, or source
• Export reports as CSV files for deeper analysis or leadership reporting
  

You can even filter by location or service line to pinpoint what’s working and where to improve.

Boost Online Lead Capture with Custom Landing Pages

Most patients start their search online. Lead Tracker lets you meet them there.

• Set up a branded, practice-specific landing page
• Automatically capture inquiries and route them into the right workflow
• Pre-fill referral types and stages to save time
  

Every online inquiry becomes a trackable lead in your system—no extra data entry required.

Automate Referral Intake with AI Fax-to-Lead

Still managing paper faxes? Lead Tracker can help automate that too.

When a referral fax arrives, Lead Tracker uses AI to scan and parse key patient data, adding it as a new lead—only if the fax includes all required info. These faxes are flagged, routed, and ready for action—no manual review needed.

Less paper. Fewer missed opportunities. More time for patient care. Book a demo to see how Athelas Lead Tracker can fit into your workflow.