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Prospect management & outreach

A prospect is a potential patient moving through your outreach and intake funnel, before they become an active patient. Fertiligent brings every prospect — however they first reached you — into one place, with their full history, so your team can work the funnel without losing anyone.

Where prospects come from​

Prospects are captured automatically from every intake channel and land in a single list:

  • a conversation with Eva on your website;
  • a follow-up from a phone call;
  • a confirmed referral;
  • an import from another system (for example a CRM).

Each prospect records where they came from, so you can see which channels are producing inquiries.

The prospect record​

Open a prospect to see everything about them in one view:

  • Contact details — name, email, phone, preferred language, age.
  • Intake information — structured details captured during the first interaction.
  • Interaction timeline — a chronological history of every touch across every channel, including messages, calls, and texts. System-sent texts are logged here automatically, so staff never have to hand-record them.
  • Notes — free-text notes your team adds.

Working the funnel​

A prospect moves through a simple set of stages — New, Contacted, Converted, and Lost — and your team drives it forward:

  • Log a contact attempt. Record the outcome of a call — no answer, left a message, or reached — as a timeline entry.
  • Update details and notes. Keep contact information and context current.
  • Assign a physician. Route the prospect to the right provider.
  • Book an appointment. From the prospect's detail screen, book them into an open appointment slot (see below). Booking is what moves a prospect toward becoming an active patient.
  • Link a portal account. Connect the prospect to a registered patient-portal user once they onboard.

Booking a prospect into a slot​

Scheduling for prospects is built into the portal — no external system required:

  1. Staff publish bookable appointment slots for a physician on the calendar.
  2. From a prospect's detail screen, pick an open slot and book them in.
  3. Booking is conflict-checked — if two people try to take the same slot, exactly one succeeds and the other is told the slot is no longer open.

Cancelling a booking returns the slot to open and the prospect to an unscheduled state. See Scheduling & booking for the full scheduling model.

Availability​

Prospect management is enabled per clinic. If you don't see it in your portal, ask your Fertiligent contact to enable it for your plan.