Lead → Patient Journey in Aesthetix CRM
The Non-Surgical Opportunity Pipeline in Aesthetix CRM is designed to support shorter decision cycles, repeat treatments, and patient lifetime value—while ensuring no lead is forgotten and no follow-up is rushed.
This pipeline focuses on clarity, consistency, and intentional automation.
How the Non-Surgical Pipeline Works
Each opportunity represents a non-surgical treatment journey.
The system:
Tracks progress through defined stages
Uses time-based and stage-based automation
Supports follow-up without replacing human judgment
Counts patient lifetime value when an opportunity is marked Won
Pipeline Status: Open
A new inquiry enters the system.
What the system does
Creates and assigns the opportunity
Starts a 60-day activity window
Allows outreach and nurture to begin (if enabled)
Pipeline Status: Open
Two-way communication has occurred (text, email, or call).
What the system does
Recognizes the opportunity as active
Pauses cold logic
If an opportunity remains in Replied for 7 days with no new activity:
Replied re-engagement nurture fires automatically
Messaging gently restarts the conversation
If the patient responds:
Re-engagement pauses immediately
This prevents conversations from quietly stalling.
Pipeline Status: Open
A consultation or treatment has been scheduled.
What the system does
Keeps the opportunity active and progressing
No automatic reminders are sent at this stage
Pipeline Status: Open
The consultation has taken place.
When an opportunity is moved to Consult Completed:
Post-consult nurture fires immediately
Follow-up communication begins without delay
Why this matters
The highest drop-off point is after the consult. This nurture exists to:
Maintain momentum
Reinforce education
Support patient decision-making
This nurture continues until:
The opportunity moves to Patient
Contact Replies
Pipeline Status: Won
Treatment has been purchased or completed.
What the system does
Marks the opportunity as Won
Counts revenue in reporting and dashboards
Stops all re-engagement logic
Pipeline Status: Open
An appointment was cancelled or missed.
Optional Workflow
Re-book nurtures are optional and can be enabled if desired
These workflows are not required for pipeline functionality
Pipeline Status: Abandoned
If a contact remains in the Lead stage for 60 days with no engagement:
The opportunity is automatically moved to Cold
Cold re-engagement nurture fires
Cold means inactive—not lost.
If the patient re-engages:
The opportunity moves forward
Cold logic pauses automatically
Pipeline Status: Closed (Not Won)
The patient declines treatment or is not a candidate.
Important
This stage is moved manually
All conversion and re-engagement automation stops
When an EMR integration is enabled, Aesthetix CRM automatically move non-surgical opportunities based on status changes in the EMR, such as:
Booked → Patient
This ensures pipelines and reporting reflect real clinical outcomes without double entry.
Open: Opportunity is still in progress
Won: Opportunity reaches Patient
Only Won opportunities count toward revenue reporting.
No duplicate opportunities
New opportunities are not created for existing patient’s additional appointments
Opportunities may move to any previous or future stage in pipeline
The opportunity status of a patient will always remain won
The opportunity value will show patient lifetime value (total revenue from all purchases)
The notes and custom fields will reflect repeat visit data.
Ex. Loyal customer, Stella, checks out for her routine botox, and books a follow-up appointment for filler in a few weeks. Here’s what would automatically happen to Stella’s opportunity:
Opportunity Value: checkout amount added to reflect total lifetime value
Opportunity Status: remain won
Opportunity Stage: move from Patient to Booked (because of upcoming visit)
Why am I “missing” opportunities?
Check Advanced Filters and remove all filters, such as Status = Open
This will reveal all opportunities, including those for existing patients whose status is Won
Why did my customer’s opportunity move back to the booked stage after checkout?
Appointment bookings trigger the opportunity to move to the booked stage.
Do you automatically create opportunities for “everything?”
Opportunities are not created for all contacts that enter the CRM.
Opportunities are auto created with form submissions connected to Lead Capture Workflows.
EMR Integration: Opportunities are auto updated by Appt. Status
Non-Connected Opportunity Sources (Most Common): Phone Calls, Instagram DMs, Facebook Messages, Word-of-Mouth Referrals
Note: If you book these leads or they book online, then the opportunity will automatically be created through the EMR integration.
