Leads are prospective patients who have shown interest in your practice but have not yet booked an appointment.

Unlike Patients, Lead records exist only within Adit and are not synced to your EHR/PMS.

When a Lead books an appointment and becomes a patient, the Lead record is automatically converted into a Patient record. The patient's journey is then tracked using Patient stages.

How Are Lead Records Created?

Lead records can be created automatically or manually from multiple areas within Adit.

Automatic Record Creation

Lead records can be automatically created from:

• Call Intelligence – When a prospective patient contacts the practice to book an appointment but does not complete the booking. This applies to calls handled by both Front Desk staff and AI Front Desk.

• EHR Visitor Appointments – When a visitor appointment is created in an EHR that supports visitor scheduling without creating a patient record.

Manual Record Creation

Lead records may also be manually created by practice staff through:

• CRM – Create Leads individually or import Leads in bulk using a CSV file. Lead can also be created by converting an existing Contact or Unrecognized Contact

• Call Tracking – Review calls and manually create Leads from prospective patient conversations.

• Quick Actions – Create a Lead while using quick action against someone who is not an existing patient or existing contact.

• Engage - Create a Lead when an SMS is sent directly from Engage for new number

• Pozative - Create a Lead when a review request is sent directly from Pozative

Lead Fields

In addition to PII like name, phone number, DOB and email, Lead records will have the below fields

Stage

The Stage field helps track where a Lead is in the conversion journey.

Open

The default stage assigned to all newly created Leads.

Open Leads are prospects who may still convert into patients.

Not Relevant

Used when the contact is not a legitimate patient opportunity and should not be tracked as a Lead.

Lost

Used when the Lead is a legitimate prospective patient, but the practice was unable to convert them into a patient.

All Lead stages are manually managed by the practice. When a Lead books an appointment, the Lead is automatically converted into a Patient record and is no longer managed through Lead stages.

Follow-Up Date

The Follow-Up Date field identifies the next scheduled follow-up date for the Lead.

This field is manually maintained by the practice and helps organize outreach activities.

Temperature

The Temperature field indicates the likelihood that a Lead will convert into a patient.

• Hot - High likelihood of conversion.

• Warm - Moderate likelihood of conversion.

• Cold - Low likelihood of conversion.

Temperature is manually maintained by the practice and can be used to prioritize follow-up efforts.

Notes

The Notes field allows staff to record follow-up summaries, conversation details, and other relevant information about the Lead.

Notes are editable directly from the Leads list for quick updates.

Lead Owner

The Lead Owner field identifies the user responsible for following up with the Lead.

Any user within the practice can be assigned as the Lead Owner.

This field helps establish accountability and ownership of lead follow-up activities.

Lead Source

The Lead Source field identifies the marketing source that generated the Lead.

Examples include:

• Google Ads

• Google Organic Search

• Facebook Ads

• Direct Calls

• Other marketing channels

This field helps practices measure marketing performance and lead acquisition sources.

Profile Created As

The Profile Created As field identifies the record type when the profile was first created.

Possible values include:

• Lead

• Patient

• Contact

• Unrecognized Contact

This field helps practices understand how records move through the CRM and measure conversion rates between categories.

Profile Created By

The Profile Created By field shows who originally created the record.

Possible values include:

• Adit

• A practice user

Profile Created From

The Profile Created From field identifies the Adit module or system that originally created the Lead record.

Examples include:

• Call Intelligence

• CRM

• Quick Actions

• Call Tracking

• EHR Visitor Appointment

Profile Created Date

The Profile Created Date field shows when the profile was originally created, regardless of any future changes to the record type.

Not Relevant Reason

When a Lead is moved to the Not Relevant stage, a reason can be selected to explain why the contact is not a valid patient opportunity.

• Sales Call - The contact was attempting to sell a product or service to the practice.

• Vendor / Supplier - The contact represents a company that provides products or services used by the practice.

• Insurance Company - The contact is associated with an insurance provider and is not seeking treatment.

• Pharmacy - The contact is a pharmacy representative or pharmacy-related inquiry.

• Other Practice / Doctor - The contact is another healthcare provider, specialist, or medical practice.

• Lab Technician - The contact is associated with a laboratory or diagnostic service.

• Wrong Number - The contact reached the practice by mistake.

• Other - Any reason that does not fit the categories above.

Lost Reason

When a Lead is moved to the Lost stage, a Lost Reason can be selected to help understand why the opportunity did not convert.

• Preferred Financing Not Accepted - The patient's preferred payment or financing option is not available.

• Preferred Slot Not Available - The requested appointment date or time is unavailable.

• Preferred Service Not Available - The requested treatment or service is not offered by the practice.

• Preferred Location Not Available - The requested practice location is unavailable.

• Preferred Provider Not Available - The patient wanted to see a specific provider who was unavailable.

• Medicaid Not Accepted - The practice does not accept Medicaid.

• Medicare Not Accepted - The practice does not accept Medicare.

• Insurance Not Accepted - The patient's insurance plan is not accepted by the practice.

• Cash Patients Not Accepted - The practice does not accept cash-pay patients for the requested service.

• Language Barrier - The patient's preferred language is not supported.

• Price Inquiry - The patient contacted the practice to inquire about pricing but did not book an appointment.

• Availability Inquiry - The patient contacted the practice to inquire about appointment availability but did not book.

• Left Voicemail - The patient left a voicemail requesting an appointment, but the practice was unable to reconnect with them.

• Other - Any reason that does not fit the categories above.

Total Touchpoints

The Total Touchpoints field displays the total number of calls and text conversations between the Lead and the practice.

Last Touchpoint

The date and time of the most recent communication between the Lead and the practice.

Last Incoming

The date and time of the most recent communication initiated by the Lead.

Last Outgoing

The date and time of the most recent communication initiated by the practice.