Patient Journey Automation

// Strategy & Architecture Overview

All strategy designed and flowcharted manually — multiple process flowcharts mapping the entire patient journey from opt-in to long-term loyalty. The client (FaithCare Health in Hawaii) operates across Weight Loss, Regenerative Medicine, and Med Spa services. The entire system is subscription-based with tiered memberships, and the build was scoped to cover everything up to (but not including) the VIP/elite upsell tier — the client chose to hold that phase.

// Folder 1 — Lead to Member (Pipeline 1)

The entry point: free consultation from the website. After diagnosis, the doctor offers membership. A pre-qualification intake form gathers prescription and health history data before payment. Stripe handles all transactions with automated failure notifications.

// Folder 2 — Member Lifecycle (Pipeline 2)

Once converted, members are tracked through their entire lifecycle per tier. A custom "overdue" invoice status was created because native HighLevel has no due status — this workaround enables automated dunning and payment recovery flows. The pipeline handles active, overdue, at-risk, canceled, and churned stages.

// Folder 3 — Monthly Consultation Tracking (Pipeline 3 — 6 Stages)

Every paid member gets free monthly consultations — telehealth or physical. This pipeline tracks the entire consultation cycle from booking to completion with a 4-tier reminder system, QR code on-site check-in, math operations for attendance counting, and automated 30-day rebook reminders. Active member status is tracked via a dedicated contact field, separate from pipeline stage.

// Folder 4 — Onboarding Emails (11 Combos)

Not a one-size-fits-all onboarding. 11 distinct onboarding email combinations are built based on the patient's health history form answers — each combo matches a specific diagnosis/treatment path. A generic fallback onboarding covers edge cases that don't match any of the 11 combos. Each combo also has its own restock notification schedule.

// Folder 5 — Upsell Per Tier

Lifecycle-based upsell automations trigger at specific intervals to encourage tier upgrades. Each tier gets its own wait action before the upsell fires — timed to match the natural lifecycle of that subscription length. The cadence is carefully designed to avoid being pushy: 7 emails at 7-day intervals, with the 5th email delayed to 21 days for breathing room.

// Folder 6 — Loyalty & Referral System (7 Automations)

The loyalty system triggers based on member lifecycle duration — not subscription tier. Referral codes are auto-generated with a randomized format (FCH + custom values), and a dual-step verification process ensures no fraudulent referrals get rewarded. A 4-hour anti-spam wait prevents rapid-fire abuse of the referral system.

// AI-Coded Calendar Funnels

The calendar booking funnels were entirely coded using AI — custom pages with forms, service selection, location details including Google Maps integration with GPS coordinates and office hours, and calendar selection with descriptions, titles, consultation length, and booking buttons that route to the correct calendar based on the patient's choice of telehealth or physical visit.

// ~60 Stripe Products

Approximately 60 products configured in Stripe spanning the clinic's entire product catalog — no images yet as the client is planning a rebrand. Product categories include IV kits, recurring membership subscriptions, vials, vitamins, weight loss medications, and other treatments. All products are connected to the subscription and payment automation flows.

// Full Patient Journey Flow