The date that sets the pace
Your Autochiro contract ends around 12 September — about three and a half weeks away. When it does, the automations, message templates, funnel pages and the WhatsApp connection stop being available to you. Stage 1 exists to make sure nothing is lost on that date, and it has to start now to finish in time.
Where things actually stand
From a full export and audit of your live account, completed 17–18 August.
The system you are paying £750 a month for is largely scaffolding. Beneath it sits a genuine core — lead follow-up, appointment reminders, payment messages — roughly twelve sequences that carry the actual work. That core is worth keeping, and it is entirely rebuildable.
What the audit also found, in your own account:
- No website tracking at all. There is no pixel on thechirocentre.com. Meta cannot optimise your ads towards bookings, cannot retarget anyone who read your offer and hesitated, and cannot build audiences from people who actually became patients. Every ad pound has been spent blind.
- Reputation was never switched on. The review module sits at zero. You have 240+ five-star reviews on your own website and around 10 on Google. Your nearest competitor has roughly 400.
- Three reactivation sequences were built and never ran once. The dormant-patient campaign exists, fully written, and has never been sent to anybody.
- A WhatsApp message asking to book got no reply. Tested live on 18 August at 11:45. It reached the inbox and nothing responded.
- The diary was never connected. No two-way sync with Clinic Office, so availability has always been a guess reconciled by hand.
None of this is written to criticise a supplier. It is written because every item on that list is a thing you are already paying for and not receiving — and because each one is fixable within weeks, not years.
The plan
Four stages. Each is self-contained, separately priced, and yours to approve one at a time.
Migration & continuity
Everything that currently works, rebuilt in an account that belongs to you — before the contract lapses and access closes.
- All contacts, tags, custom fields, pipelines and calendars moved across, both clinics
- The twelve working automations rebuilt and tested — lead follow-up, appointment reminders, payment sequences — in your original wording
- The full message library carried over, including WhatsApp templates
- Branding, business profile and funnel pages rebuilt
- WhatsApp routing consolidated onto one number under your control
- Your team set up with the right access levels — not everyone as an administrator
- A written record of what was migrated, what was deliberately left behind, and why
Why this is not a copy-and-paste job
Automations can be exported, but their triggers cannot — the part that decides what starts each sequence is held separately and has to be reconstructed by hand, one at a time, across two clinics. There are 315 message templates in seven languages to sort through, and the work can only be done while access to the old account still holds. Roughly a week of the fee is the export and reconciliation alone, and it has already begun.
£4,750Fixed fee. Payable on completion and sign-off.
Measurement & recovery
Stop spending blind, and collect the revenue already sitting in the database.
- Meta pixel and server-side Conversions API installed and verified — so ad spend optimises towards booked assessments, not clicks
- Full conversion tracking: calls, form fills, bookings, payments
- Retargeting and patient-lookalike audiences built from real converters
- Review engine switched on — automated post-visit requests, closing the gap between your 10 Google reviews and your competitor's 400
- The reactivation campaign that was written and never sent, finally sent — to your dormant patient list, with results tracked
- A single dashboard: spend, cost per lead, cost per booked assessment, care plans started
£2,950Fixed fee. Payable on completion.
Integration & front desk
The two things Autochiro could never do: connect the diary, and answer the phone.
- Clinic Office ↔ GHL two-way sync — real availability, no double-booking, no manual reconciliation
- Patients, contacts and appointments synced both directions, so the marketing system finally knows who is already a patient
- Staff, rooms and both clinics mapped properly, so availability reflects who is actually working where
- Invoices and payments available for reporting, with Clinic Office remaining your system of record
- AI call handling — inbound calls and website chat answered instantly, including out of hours, with genuine handover to Ying or yourself when the clinic is open
- Missed-call text-back so no enquiry is silently lost
- Phone system decision made properly on cost and fit, and implemented
This is already confirmed possible
Pioneer Software confirmed in writing on 8 July that the Clinic Office API exposes patients, contacts, appointments, staff, rooms, clinics, invoices, payments, credits, refunds, accounts, items and consents. The integration is a build, not an experiment — which is why it can be quoted as a fixed fee rather than time and materials.
£4,500Fixed fee. Payable on completion.
Management & growth
- Meta and Google campaigns run, tested and reported — expanded beyond Brentwood to the surrounding catchment
- Automations maintained and improved as the clinic changes
- Monthly reporting in the numbers that matter: cost per booked assessment, care plans started
- Website speed and hosting kept in hand
- Direct access to me, not a ticket queue
£850 / monthBoth clinics. Rolling monthly, 30 days' notice, no lock-in.
What this replaces
| Today | Monthly | After | Monthly |
|---|---|---|---|
| Autochiro | £750 | Management & growth | £850 |
| Auto SEO tool | £120 | — included | £0 |
| Current | £870 | Proposed | £850 |
Your ongoing cost does not go up. What changes is what you get for it — an account you own, tracking that works, a diary that syncs, reviews being collected, and a dormant list being worked.
Where the money actually comes back
At an average care plan of £1,000, the whole of Stage 1 pays for itself with five recovered patients. The reactivation list alone should clear that. Add the review gap and the untracked ad spend, and the arithmetic stops being close.
How we work
Staged, with payment on completion. Each stage is agreed, delivered, demonstrated and then invoiced. You approve the next stage only when the previous one has proved itself. Nothing is bundled and nothing is committed in advance.
Everything is in your name. The account, the pixel, the numbers, the ad account, the data. If we ever part company you keep all of it — including a full export. That is the specific problem we are solving, and it would be poor form to recreate it.
Nothing is switched on against live patient records without your say-so. The rebuilt system is deliberately disarmed until you confirm you are ready.
Two things needed from you
- The Autochiro contract. Specifically any clause about rebuilding or recreating their system. That needs reading before Stage 1 starts, not during it.
- Ad account access. Autochiro currently owns the ad account. Request assignment to your own business now — it can take days, and it gates the tracking work in Stage 2. The outstanding balance on the second ad account will need clearing before Meta will allow any access changes at all.
To start
Confirm Stage 1 and the migration begins immediately — the export and audit are already done, which is what makes the September deadline achievable at all.
Stages 2, 3 and the ongoing work stay open. You decide on each after you have seen the one before it.