Treatment center admissions moves fast: a call comes in, benefits get verified, clinical reviews the case and the patient is admitted into Kipu. We set up Zoho CRM so each of those steps happens on one record, and so you can see which calls, campaigns and referral partners turn into admits.
900+ integrations completed · We sign BAAs
Sound familiar?
Zoho can run admissions. Out of the box, it does not know how a treatment center works.
Calls, forms and chats reach Zoho without the campaign or landing page, or do not reach it at all.
The verification request goes out by email and the answer comes back by email. Nobody can see which patients are still pending.
Admissions re-types every patient into Kipu, and Zoho does not learn who admitted or discharged.
Reps text from their phones or from Zoho with no check on who opted in.
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 in Zoho CRM for a treatment center.
Step 1 · Inquiry
Inquiries come in by phone, web form, chat and text. If they do not land on the Zoho lead with their source, admissions starts every conversation from zero.
What we build
Who it helps
The call, the VOB status, the deal stage and the Send to Kipu button on one Zoho record.
Referral partners by admits, BD activity and scored partner accounts.
Leads to admits by source, and admits sent back to Google Ads and Bing Ads.
Who discharged, and which alumni came back.
Lead to deal, VOB and bed rates, and every deal outcome in one report.
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 Zoho CRM fields, your call data and admit and discharge dates from Kipu.
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.
Systems we connect
EMR: Send to Kipu from Zoho, admits, discharges, program history and referral sources back
Calls, texts, AI call summaries and transcripts on the Zoho lead
Texting from the Zoho record, checked against Approved to SMS
Campaign data in Zoho, and admits sent back as offline conversions
Campaign data in Zoho, and offline conversions sent back
Website and landing page forms on the Zoho lead
Forms on the Zoho lead
Website chat on the lead, with the source
Insurance verification run from Zoho
Call and text activity logged in Zoho
Alerts, approvals, next steps and VOB summaries posted to Teams from Zoho
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I have been thoroughly impressed with the results. JTS team expertise in systems and software integration has given me clear and concise reports, they help me also with generating qualified leads, has been instrumental in driving my business forward. Thank you for everything you have done for my business.
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How it works
Tell us about your admissions process. We walk one call from first ring to admit in Zoho, give you honest advice, and there is no obligation.
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.
Yes. We sign a BAA, limit each system to the access it needs and store credentials encrypted.
Kipu for the EMR, CallTrackingMetrics and RingCentral for calls, Twilio for texting, Zoho SalesIQ for chat, VerifyTX for insurance verification, Gravity Forms and Jotform for forms, and Google Ads and Bing Ads for offline conversions.
With an Approved to SMS field that is checked before a text goes out, and opt-in on your forms. We build the controls; your team decides the policy.
Yes. We can clean up the layouts and data, add the missing integrations and rebuild the reports in the Zoho CRM you have.
900+ integrations completed, including the Kipu, CallTrackingMetrics and Twilio work with Zoho CRM on this page.
