The Search-to-Intake System

How a paid ad leads to a new client

Most marketing for behavioral health stops at the inquiry. This starts earlier and ends later. Nothing counts as a win until a right-fit person books an intake and we can trace them back to the exact ad that brought them.

See your Search-to-Intake System See the results
  1. Ad click8:52 PM
    Searched “anxiety therapist near me”
  2. Intake page8:53 PM
    Insurance checked: in network
  3. Answered9:14 PM
    Called after hours. The assistant picked up.
  4. Booked9:16 PM
    Tue 10:30 with Dr. Reyes
  5. Showed upTue 10:30 AM
    Traced back to the ad that found them
The problem

Google Ads got harder to run, and riskier to get wrong

Behavioral health is one of the most expensive, most regulated corners of Google Ads. Four things quietly drain the budget of practices that run it themselves or hand it to a generalist.

01 · Complexity

The platform fights you

Google steers you toward automation and Performance Max that spend where it suits Google, not you. The controls that protect a healthcare budget are buried, and the interface changes every few months.

02 · Tracking

Conversion tracking almost never gets set up right

Tying a click to a booked client takes server-side tracking, call tracking and clean conversion actions. Most accounts never get there, so the budget runs on faith and Google spends toward the wrong thing.

03 · Compliance

HIPAA pitfalls are everywhere

Condition-specific URLs, form data and the wrong analytics tag can send protected health information to platforms that never signed a BAA. One careless pixel is a real exposure, and GA4 is off the table.

04 · Autopilot

Generalists run it on autopilot

An operator that also does plumbers and dentists points your ads at a homepage, lets Google chase the cheapest clicks and reports impressions. You pay for curiosity, not booked clients.

The six parts, and what each one is doing differently

Every part is built to work with the others and measured as one. A good ad pointed at a slow intake process still loses the client. A fast intake process with no tracking still leaves you guessing.

01

Map

Before anything is built we learn your real picture: service lines, payer mix and contracts, intake capacity, the local market, clinical fit, and what a bad-fit inquiry looks like for you.

Different because nothing is a template. The campaign is built around your capacity and your contracts.
02

Find

We target the specific searches that signal someone is ready to book care you actually provide, split by service line, with the insurance you take named up front and long lists of searches excluded.

Different because no broad keyword sprays, and no autopilot chasing cheap clicks.
03

Guide

Each search lands on its own intake page, in your branding, written in the words clients and families actually use, with a screener that checks insurance before anyone is invited to book.

Different because it's one page per service built to book one appointment, not a homepage built to inform.
04

Answer

Every inquiry gets an immediate response. Clients self-book against real clinician availability, and a voice agent picks up the calls your front desk can't, including nights and weekends. Anything urgent goes straight to a person. We work on your side of it too: the consult call, the intake workflow and asking clients for reviews.

Different because most agencies hand over a list of inquiries and call the job done.
05

Measure

We trace each client from the ad click to the page to the inquiry to the booked intake to attributed revenue, on tools that sign a BAA, without sending client information to Google. You get a weekly report of spend against booked intakes.

Different because there are no impressions reports, and no choosing between real tracking and staying compliant.
06

Pace

Spend rises as you add clinicians and eases off as you fill. We agree the pace in writing before launch and adjust it against your real capacity, not against a number we'd like to hit.

Different because our fee is never a reason to push past what your team can clinically serve.
A Google search ad for Janz Family Therapy, naming the insurance plans it takes
A live ad we run for Janz Family Therapy.
The ad and the page

One page per search, built to book one appointment

  1. 01
    The ad speaks to one search

    It names the care they're looking for and the insurance you take.

  2. 02
    It lands on a page built for that search

    In your branding, in the words clients and families actually use.

  3. 03
    A short screener does the sorting

    Insurance and fit are checked before anyone books, so your team's time goes to the right people.

  • Campaigns by service line
  • Condition-specific keywords
  • Negative-keyword sculpting
  • HIPAA-safe forms
  • Clinician matching
  • Weekly search-term review
What you get every week

A report that ties spend to booked clients

Every Monday, in plain English. What you'll know from it:

  • Which campaigns bring in clients, and which only bring clicks
  • What each inquiry costs, by service line
  • How people reached out: calls, forms or online booking
  • What we're changing next week, and why
Weekly Performance ReportYour Practice · Jun 9–15
Inquiries
47
Cost / Inquiry
$69
Ad Spend
$3,260
CampaignSpendInq.Cost
Anxiety & Depression$1,24020$62
Teen & Family$70012$58
Med Management$1,32015$88
All campaigns$3,26047$69
What's working

Teen & Family brought in the cheapest inquiries at $58. Worth testing more budget there next week.

A sample report, anonymized. (Illustrative.)

Your first 90 days

  1. Weeks 1 to 2
    Map and build

    Campaigns, intake pages, booking and tracking, built around your capacity.

  2. By day 21
    Go live

    Ads launch within 21 days of onboarding. Inquiries usually start within two weeks.

  3. Days 30 to 90
    Tune and pace

    Cut what doesn't book and move spend with your capacity. Day 90 checks the benchmarks we set.

Start with a short call

Find out where your intake is leaking

Book a short call. We'll show you where it leaks, the plan to fix it and the full pricing. If you go ahead, we build your strategy and an intake page in your branding.

See your Search-to-Intake System
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See your Search-to-Intake System