Inbound lead capture
Jessica Tanaka — referred by her PCP, Dr. Brennan — fills out the "Request a consultation" form on northbrookaesthetics.com. Interface365 captures the lead with full source attribution to the physician referral. Note: the form deliberately collects only name + contact + general interest area — no clinical detail, no medical history. PHI lives in the EMR; the CRM stays clean.
Source ("Website") is configured under Settings → Sources, so attribution is automatic. New leads land assigned to the on-call agent (round-robin via owner-assignment rule).Qualification call & lead enrichment
Megan calls Jessica within an hour, qualifies the requirement, and enriches the lead record with custom fields. The lead status flows New → Contacted → Qualified.
Lead conversion — one click, three entities
With the lead qualified, Megan clicks Convert. Interface365 creates a Contact + Company + Deal all linked, and links them together.
Deal enrichment — buying committee, custom fields, tags
Even cosmetic procedures involve a small decision network — patient + spouse (joint financial signer) + the referring physician. Megan adds Mark and Dr. Brennan as additional contacts on the deal with explicit roles.
Expected close: May 15, 2026 (62 days)
Activities, notes & files — the full deal context
Over the next two weeks, Megan logs every interaction. Consultation, follow-up touches, internal notes, and uploaded documents all live on the deal record. Clinical detail stays in the EMR — the CRM only references the chart by ID.
Referrer for reciprocity tracking.Tasks & follow-ups — never let a thread drop
Tasks attach to the deal with priority, due dates, and assignees. Polymorphic — they can also attach to contacts, companies, or projects.
Pipeline progression & stagnant alerts
As the deal advances, Megan drags it through stages. If activity drops for 14+ days, Interface365 flags it as stagnant and surfaces it on the dashboard.
Product catalog (listings & services)
Northbrook's treatment menu — injectables, laser, surgical procedures, and aftercare add-ons — with lifecycle states (Active, Draft, Retired) so old pricing doesn't pollute new treatment plans.
Treatment plan quote — line items, financing, no PHI
Megan assembles a formal treatment-plan quote pulling line items from the menu. Pricing is snapshotted at the moment of creation — future menu changes won't retroactively affect this patient's plan.
| # | Item | Qty | Unit price | Disc % | Total |
|---|---|---|---|---|---|
| 1 | Botox — Forehead + Glabella Single session · ~30 min · same-day procedure | 1 | $900 | 0% | $900 |
| 2 | Dermal Filler Package — Cheek + Lip Juvederm Voluma (cheek) + Volbella (lip) · single appointment | 1 | $2,100 | 0% | $2,100 |
| 3 | Fraxel Laser Resurfacing — 3-session series 3 sessions over 12 weeks · downtime ~3 days each · final results at 3 months | 1 | $5,500 | 0% | $5,500 |
| 4 | Initial Consultation Already completed Mar 12 · waived because treatment plan was booked | 1 | $200 | 100% | $0 |
Quote lifecycle — Sent → Viewed → Accepted
The quote progresses through statuses with timestamps captured at each step. Email-tracked views ping back to Interface365.
jessica.t@gmail.com, mark.t@gmail.com SentDeal Closed Won 🏆
Deposit captured triggers the deal to move to Closed Won. Probability flips to 100%. Coordinator commission unlocks. Forecast updates. The treatment day (Apr 21) is a separate downstream event — Step 13 picks it up.
Webhooks fire — Slack, Zapier, accounting
The instant the deal flips to Won, Interface365 fires deal.won webhooks to every subscribed endpoint. Slack celebrates. Zapier syncs to QuickBooks. Email goes to leadership.
// POST https://hooks.zapier.com/... // X-I365-Signature: sha256=... { "event": "deal.won", "timestamp": "2026-04-04T11:04:22Z", "data": { "deal_id": "d_8h2f9k3", "name": "Tanaka — Aesthetic Refresh Combo", "treatment_value": 8500, "deposit_captured": 2000, "coordinator_commission": 425, "chart_id_ref": "EMR-PT-48721", "currency": "USD", "source_organization": "Manhattan Wellness Group", "contact": "Jessica Tanaka", "owner": "Megan Foster", "treatment_day": "2026-04-21", "closed_at": "2026-04-04T11:04:22Z" } }
Megan Foster just locked Tanaka — Aesthetic Refresh Combo for $8,500 ($2,000 deposit on CareCredit).
Provider: Dr. Mitchell · Coordinator commission: $425 · Days inquiry-to-deposit: 26 · Treatment day: Apr 21.
(No PHI in this webhook — financial + workflow data only.)
X-I365-Signature: sha256=... header so receivers can verify authenticity. Failed deliveries auto-retry with exponential backoff. The Settings → Webhooks → Delivery logs page shows every fire with status code, response, and retry count.Treatment day + recall motion
Healthcare deals don't end at "Won" — they're the start of the recall + retention loop. Auto-tasks fire on Treatment Complete: post-op check-in, 6-week follow-up photos, 6-month recall reminder. The day-of-treatment is also where 30-40% of patients add an unplanned procedure — and where the change-order conversation happens.
On Apr 21 — treatment day, post-Botox, pre-laser — Jessica asks Dr. Mitchell: "While I'm here, can we also do that medium chemical peel we discussed? My sister loved hers." Cost: $1,200. Megan logs the add-on as a new line item on the deal, captures consent, and updates the day's procedure list. Dr. Mitchell approves clinical fit (her call, in EMR — not in CRM). Megan adds $1,200 to the deposit charge on the spot.
Day-of plan expansion is the highest-ROI revenue moment in cosmetic — Jessica's spend just jumped 14% with zero acquisition cost. Patient LTV tracker updates: first-treatment value $8,500 → $9,700 (Day 1 of LTV). Same-day net-promoter survey response: NPS 9 / 10. Tagged ● VIP candidate.
Without the deal record + day-of pricing-menu access: Megan would either have to scramble for a paper add-on form OR (worse) miss the moment entirely and lose the upsell. Captured in 60 seconds, the chemical peel is now real revenue + a logged data point that helps the practice's "day-of expansion rate" become a tracked KPI. Roughly 30-40% of cosmetic patients add something day-of when given the option.
Dashboard view — the Friday after
It's Friday morning. Jessica's treatment was Wednesday — one of 14 procedures the practice performed this week. Every number below rolls up Jessica alongside the rest of the patient base.
What Northbrook set up before any of this worked
Rewind 30 minutes from "Day 1." Every screen you just walked through — the source dropdown on the consult form, the patient-decision-network roles, the 8-stage cosmetic pipeline, the treatment menu, the financing options, the recall task templates — was configured once by the practice manager in Settings. Then it reused itself through every step that followed.
Entity relationship map
How every entity in this walkthrough connects
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