A treatment center CRM is not a sales CRM. It has to follow a call through insurance verification, level of care and the EMR, and then keep the patient for alumni outreach and a re-admit. We work in Salesforce, Zoho CRM, Dazos and SuiteCRM, connect your CRM to Kipu and your call tracking, and report which calls, campaigns and referral partners turn into admits.
900+ integrations completed · Salesforce partner · We sign BAAs
Sound familiar?
Most CRMs are set up to sell. Admissions has its own steps, and the CRM has to know them.
The pipeline says prospect and closed won. Your team needs VOB pending, clinical review and scheduled to admit.
Admissions types the patient into Kipu by hand, and the CRM never learns who admitted or discharged.
BD reps track partners on their own, so nobody can see which relationships send patients who admit.
Play the admissions game
Five calls, one person looking for treatment. Every right move brings them a step closer to your bed. One wrong move and they go to another treatment center, and they do not pick up when you call back.
Call 1 of 5 · Missed call
Someone calls at 11:40 pm looking for treatment. Every rep is on another line, so the call rings out.
What do you do?
What we build
Click through each step to see what we build. Where a build is only in one CRM, the step says which.
Step 1 · Inquiry
Inquiries come in by phone, form, chat and text. If they do not land on the lead with their source, admissions starts every conversation from zero.
What we build
Who it helps
The call, the VOB status, the stage and the Send to Kipu button on one record.
Referral partners ranked by admits, BD activity and overdue follow-ups.
Inquiries to admits by source, and admits sent back to the ad platforms.
Who discharged, who is due for outreach, and which alumni came back.
Admissions KPIs by rep, from the first call to the bed.
Salesforce, Zoho CRM, Dazos or SuiteCRM
We build the same admissions steps in Salesforce or Zoho CRM, we work with treatment centers on Dazos, and we build custom CRMs on open-source SuiteCRM.
Calls, VOB, level of care, Send to Kipu or Sunwave, HiLite, referral partners, alumni and re-admits.
Calls, forms and chat on the lead, VOB emails, Blueprint stages, Send to Kipu, texting and alumni.
Dazos connected through its API, and Dazos data such as pre-admission assessments, closed lost history and BD accounts moved into Salesforce when a center switches.
We built our own CRM product on SuiteCRM, so we know the platform. Open source, installed on a cloud server, branded for you and customized to your admissions process.
Referral sources as accounts and contacts, inbound and outbound referrals on each patient, and BD dashboards.
KPIs
26 admissions KPIs in six sections, from the first call to discharge. Each one is shown per rep, per shift and per day of week, from your CRM fields, your call data and admit and discharge data from your EMR.
Leads that reach an insurance verification, by rep, to separate lead quality from rep performance.
Leads that become Good for Placement: financially approved.
Leads that reach Ready for Placement (financially and clinically approved), by rep, shift and day of week.
Compared with each rep's own historical average, channel by channel, such as community relations or Google Ads.
Split by lead type such as web forms, by lead age, by disposition and by whether the lead ever answered.
Rates for every disposition, such as referred to SAMHSA, Not Relevant, Closed or no insurance card, against peers.
Why reps mark leads Not Relevant, to check that dispositions are used the right way.
Which reps run enough insurance verifications, and which policies come back approved.
Accepted VOBs followed through to admission, the step before Ready for Placement to bed.
VOB to Good for Placement ratio by zip code, to guide where paid search spends.
The share of admits that are self-pay, to find strong self-pay closers and coach the rest of the team.
NCC raised per month by rep, excluding self-pays, for collections by agent.
Ready for Placement (financially and clinically approved) to in bed: the true success rate by rep, day and shift.
Days from lead to admit, to show follow-up discipline on people who take longer to admit.
Checks that dispositions on opportunities are used the right way.
Flights cancelled out of flights booked, by rep, shift and day of week.
Weak-close reasons, such as no show or no contact made, against other reasons, such as insurance not approved.
How each flight was funded, from a field on the opportunity.
Average talk time on admits, set next to AMA and flight cancellation rates.
Patients who left against medical advice, counted against the rep who admitted them.
Medical discharges per rep, with whether clinical fit was reviewed before admission.
Talk time from the phone system, with reps compared with each other.
Dials counted once per phone number, with no double counting.
Calls and leads where the rep captured an email address.
Leads with a second phone number on file, so follow-up has a way through.
Leads with the "Approved to SMS" opt-in field set before any text goes out.
The real thing
We work with TrussCharts (trusscharts.com), our sister company, to build dashboards on the data we connect. Client names and locations are replaced.
Calls in queue right now, across the top. Missed calls, admits, and arrivals today. Leads to opportunities to admits, and calls by hour. (client dashboard, names replaced)
Opportunity-to-admit % by month. A three-month average line. Dips are easy to see. (client dashboard, names replaced)
Every referral source in one table. Leads, opportunities, and admits per source. Conversion rates for each. (client dashboard, names replaced)
Systems we connect
EMR: Send to Kipu from Salesforce or Zoho CRM, admit and discharge dates back
EMR: send patients from the Salesforce record
Insurance verification results on the lead
Calls, texts and recordings on the lead, with the source attached
Texting from the CRM record, only to contacts marked Approved to SMS
Admits sent back as offline conversions
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How it works
Tell us about your admissions process and the CRM you have. We walk one call from first ring to admit and give you honest advice.
Priced by project, not by the hour. You approve the scope and the quote before we start.
Built and tested before go-live, with a field mapping document you keep.
Training for your team, full documentation, ownership of the code, and support after go-live.
On a free call we follow one patient from first call to admit and show you every place a patient or a piece of data falls through.
It is the system your admissions, BD and alumni teams work in. It holds every inquiry with its source, the VOB, the facility and level of care, and the handoff to the EMR, and it reports which calls and referral partners turn into admits.
Yes. We connect Dazos through its API, and when a treatment center moves to Salesforce we map and move the Dazos data, including pre-admission assessments, closed lost history and BD accounts.
Yes. We built a full CRM product of our own on SuiteCRM, so we have real build experience on the platform. SuiteCRM is open source, so there is no per-user license. We install it on a cloud server, brand it and customize it to your process.
We build treatment center admissions in both. Salesforce is where we have also built Sunwave, HiLite and billing integrations. Zoho CRM covers calls, VOB, Kipu, texting and alumni. On a free call we look at your team and tell you honestly which fits.
The inquiry and its source, the VOB status, the facility and level of care, the admit and discharge dates from the EMR, and the referral partner. The KPIs on this page are built from those fields.
Yes. We can clean up the data, add the missing integrations and rebuild the reports in the Salesforce or Zoho CRM you have today. If you are on Dazos, we can connect it or move your data to Salesforce.
Kipu in Salesforce and Zoho CRM, Sunwave and HiLite in Salesforce, VerifyTX, CallTrackingMetrics, Twilio texting, and Google Ads offline conversions.
Yes. We sign a BAA, limit each system to the access it needs and store credentials encrypted.
