CRM pipeline stages for clinics, with exit criteria
A 9-stage pipeline from new lead to aftercare: what each stage means, the criterion for moving on, who owns it, and lost reasons, so the whole team speaks the same language.
- crm
- pipeline
- sales process
- reporting
- Type
- Framework
- Topic
- Sales
- Time
- 9 minutes
- Inside
- 2 tables and 1 field note
- Added
- October 14, 2026
When pipeline stages aren't clearly defined, every coordinator means something different by “hot,” and the reports tell you nothing. In this framework, each stage has a definition and a single exit criterion: a card doesn't move to the next column until that criterion is met. Whatever CRM you use, you can adopt these stage names as is.
| Stage | Definition | Exit criterion | Owner |
|---|---|---|---|
| 1. New lead | An inquiry from a form, WhatsApp, a call, or a DM that hasn't been answered yet. | First reply sent. | Coordinator |
| 2. Contacted | The first reply went out and the patient responded. | Need and timing identified. | Coordinator |
| 3. Qualified | Treatment fit, timing, and decision-maker are clear. | Exam or pre-assessment offered. | Coordinator |
| 4. Appointment booked | Date and time set; written confirmation sent. | The patient showed up for the appointment. | Coordinator |
| 5. Exam done | The doctor has seen the patient. | Written plan and quote sent to the patient. | Doctor + coordinator |
| 6. Quote sent | The patient has the plan and price; the follow-up plan is running. | The patient accepted, or paid a deposit or first installment. | Coordinator |
| 7. Treatment scheduled | Treatment dates are set; for medical tourism, the travel plan is ready. | First treatment session done. | Coordinator |
| 8. In treatment | Treatment is underway. | Treatment completed. | Doctor |
| 9. Aftercare | Follow-up visits and care check-ins. | Final follow-up done; satisfaction checked. | Coordinator |
The rest is for members
The rest of this item includes 1 table and 1 field note. Members see the full version and can copy any template in one click.
Locked sections
- Lost reasons (required field)
- Rules
- Ratios to track weekly
Message templateSales
A 3-email welcome sequence for new inquiries
Three emails sent to new form inquiries on days 0, 2, and 5: subject lines, body copy, send conditions, and what stops the sequence.
- automation
- lead follow-up
15 min3 templatesMembers onlyMessage templateSales
WhatsApp first replies for 10 common inquiries
Ready-to-send first replies for 10 situations, from a one-word price question to a late-night photo, an out-of-town patient, or someone asking on behalf of a relative.
- first reply
- patient coordinator
8 min10 templatesMembers onlyScriptSales
The price question: text, call, and follow-up scripts
A three-step way to answer the price question without dodging or haggling: the first WhatsApp message, the call flow, and the follow-up when the patient goes quiet.
- price question
- phone call
10 min5 templatesMembers only