Cost per patient
Lead source tracking tool for clinics & hospitals
Lead source tracking tool for clinics and hospitals
Most patients still pick up the phone. Put a real lead source on every call, form, and referral that fills your schedule, report it by department or location, and capture none of it as clinical data.
Free 7-day trial. No credit card required.
Used by 750+ marketing teams, agencies, and SaaS companies
Built for patient acquisition
Every appointment carries the source that produced it
Lead source on each call and request, cost per new patient rolled up by department, and reporting that separates one campus from the next, built for clinics, specialty groups, and hospital systems.
Source of every booking
Know what brought each patient in, down to the campaign and keyword.
Clinical data untouched
Marketing signals only, first-party, consent-based, BAA available.
Source of every inquiry
Every inquiry arrives with its source attached
One first-party record per patient, built from every touch they made before reaching out. The ad, the search term, the directory listing, and the referring site all stay attached, so spend divided by booked appointments gives you a real cost per patient instead of cost per click.
- Campaign, keyword, and referring site on every inquiry
- Cost per new patient, by department
New patients · by lead source
Last 30 days| Lead source | Spend | Patients | Cost each |
|---|---|---|---|
 Google Ads | $8.4K | 200 | $42 |
 Meta | $5.2K | 90 | $58 |
 Local Search | $2.3K | 121 | $19 |
| Physician referral | $0 | 84 | $0 |
| $0.4K | 37 | $11 |
Call tracking
The phone is still the front door
Someone reads a page, thinks about it for two days, then rings the front desk. Connect CallRail, CallTrackingMetrics, Invoca, or Mediahawk and that call lands as a tracked lead matched to their earlier visit. We attach the source and campaign, never the conversation or anything said in it.
- CallRail, CallTrackingMetrics, Invoca, Mediahawk
- Per-location numbers, attributed per location
NP
(312) 555-0177 · New patient enquiry
Inbound · matched to web session
First touch
Google · CPC ·
brand_search
Google · CPC ·
brand_search Journey before the call
Google Ads click 2d ago
Read /cardiology 2d ago
Called the main line 1d ago
Booked appointment just now
-
No PHI
Marketing signals only, never clinical
-
Calls
Phone enquiries tied to source
-
30+
Ad, call & scheduling integrations
-
Per site
Campus & service line reporting
Live schedule view
Watch the schedule fill, source by source
Appointments, cost per new patient, and the sources behind them, all in one live view that is already wired to your calls and request forms. Nothing to configure, no monthly spreadsheet, and no lookback window that forgets the campaign before the patient arrives.
- Real-time, full-fidelity, never sampled
- Filter by campus, department, or service line
Appointments by source Live
Booked 642 +21%
Cost/patient $38 -9%
Trend
By source Google Ads 200 Local Search 121 Meta 90
Google Ads 200 Local Search 121 Meta 90 Physician referral 84
Email 37
Direct 110
Patient journey
Find where patients drop off before they arrive
Lay out the path in a few clicks: site visit, call or request, booked, arrived. Split each step by source and the pattern shows up fast, one channel books well and shows up, another books just as often and never walks through the door. Spend follows the one that arrives.
- Build any funnel in clicks, no SQL
- Lead source breakdown at every step
Visit to arrival · Last 30 days
Conversion sync
Teach the ad platforms what a real patient looks like
Booked appointments go back to Google Ads, Meta, and ChatGPT Ads as server-side conversions, with hashed identifiers and nothing clinical attached. The algorithms stop bidding for whoever clicks and start bidding for people who end up on the schedule.
- Real-time, server-side via Conversions API
- Hashed identifiers only, nothing clinical leaves your account
Appointments sent back to ads
Google Ads 642 Live Meta CAPI 418 Live 
ChatGPT Ads 92 Live 
TikTok Events API Coming soon Lead quality
Only real patient inquiries count
Spam, job seekers, and wrong numbers are marked before they reach a report. Rules you set, like the service asked for, insurance accepted, or a call over 60 seconds, or Ask AI reading the message, mark each inquiry Good, Not a fit, or Spam. Cost per lead becomes cost per real patient, and only real ones go back to your ads.
- Rules for service, insurance, and call length
- Spam never reaches your reports, CRM, or ads
Inquiries today
Rules on| Lead | Asked for | Quality |
|---|---|---|
| Appointment form | New patient, cleaning | Good |
| Call, 3:40 | Booked a consult | Good |
| Contact form | Job application | Not a fit |
| Contact form | SEO services offer | Spam |
Customer stories
Clinics that know which ads fill the appointment book
From agencies and SaaS companies to clinics and law firms, teams use SourceLoop to trace every lead and every dollar back to the campaign that earned it.
Cedar Row Dental Clinics
Half our new patients book by phone. Multi-touch attribution on every call showed us which ads start a booking and which ones close it, so we cut the two channels that did neither.
- Of bookings now attributed
- 63%
- Monthly spend reallocated
- $9k
Halden & Wright Agency
We run paid media for 14 clients. Every lead now lands in their CRM with the campaign, keyword and ad behind it, so we can prove our impact with numbers clients can check for themselves.
- Lower cost per lead
- 41%
- Client accounts tracked
- 14
ploomly B2B SaaS
We started sending only qualified demos back to Google Ads as conversions. Within six weeks, paid search was filling our calendar with buyers who fit our ICP, and close rates followed.
- SQLs from paid search
- +38%
- Demo-to-close rate
- 2.1x
Fernhill Legal Professional services
Most of our leads showed up as Direct in the CRM. SourceLoop now gives us the full journey behind every inquiry, chat and call, from the first search to the booked consultation.
- More consults per dollar
- 27%
- Lead channels in one report
- 4
FAQ
Questions from clinic and hospital teams
How do we see the lead source for patients who call the front desk?
Connect CallRail, CallTrackingMetrics, Invoca, or Mediahawk and every inbound call arrives with a lead source attached, sitting next to your form and chat inquiries. SourceLoop matches the call back to the caller's browsing session, so a phone appointment carries the same campaign as an online request. Calls with no matching session still record, labelled Direct, so nothing goes missing from the count.
Can we track lead source separately for each department or service line?
Yes. Cardiology, orthopedics, imaging, and primary care can each be reported on their own, so you can see that paid search fills one service line while physician referrals and local search fill another. Budget decisions then happen per service line instead of across one blended number.
Does this work across multiple sites and hospital locations?
It does. Each campus, clinic, and satellite site is tracked independently while rolling up to one view, so you can compare which channels perform in which catchment area. Tracking numbers for individual locations are attributed to that location, not pooled.
Are we capturing anything that counts as protected health information?
No. SourceLoop records the marketing side of the visit, the ad, page, and campaign that brought someone to your site, and stops there. Nothing clinical, no diagnoses, no chart data. All tracking stays first-party on your own domain and is never sold or shared between customers. If your compliance team needs a Business Associate Agreement in place, raise it with us before you launch so we can scope it together.
Do we have to change our scheduling system or EHR to use this?
Not at all. One snippet goes on the website and your call tracking connects alongside it. Your existing request forms, scheduling tools, patient portal, and phone system carry on exactly as they are.
