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IVF and fertility clinics · Follow up systems

The couple said they would decide after talking to his parents, and nobody called.

A follow-up system for a fertility clinic decides what happens to every couple who enquired, consulted or received an estimate and then went quiet. GullySales names who follows up at each stage, writes what they say, and records each attempt, so couples stop slipping away between the first visit and the start of treatment and nobody feels pressured.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

A healthcare coordinator explains an appointment form to a visitor at a reception desk

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for IVF and fertility clinics

Sales and marketing for IVF and fertility clinics, the overview.

Last updated 6 Oct 2026. Rules for this trade differ by state and professional body, and they change. We describe restrictions in general terms, so check the current position with your own council or adviser before you publish anything.

For IVF and fertility clinics

Where it usually goes wrong, and what we would do.

  • “The decision is made at home, with others”

    Parents, in-laws and sometimes a doctor in the family weigh in after the consultation. A counsellor who asks who else is deciding, and offers to explain the plan to them, keeps a relative's guess from settling it.

  • “Tests advised, then never done”

    A couple leaves with a list of tests and a plan to do them after payday. Without a call they drift, and months later they start again somewhere else.

  • “After a failed cycle, follow-up is care, not sales”

    A couple whose transfer did not work needs a review with the doctor and some time. A call about the next package at that moment loses them for good.

What we do

What we deliver for IVF and fertility clinics.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A named owner at each stage

    The coordinator for unanswered enquiries, the counsellor after the consultation and the nurse coordinator during a cycle, each written down by name.

    Result: Every couple has someone responsible for the next step.

  2. A script for the family conversation

    What the counsellor says when a couple needs to consult parents, including an offer to explain the plan to them on a call.

    Result: The family decides on the clinic's explanation, not on rumour.

  3. Calls to couples who have not done their tests

    A call to couples who were advised tests and have not returned, offering a slot and asking what is holding them back.

    Result: Fewer couples stall before treatment begins.

  4. A written stop rule

    How many attempts each stage gets, what counts as a no, and when a record is closed with the reason noted.

    Result: No couple feels chased.

  5. A review consultation after an unsuccessful cycle

    A conversation with the doctor offered to every couple whose cycle did not work, with no mention of packages.

    Result: Couples stay with the clinic that looked after them when it was hard.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

Follow-up routine for fertility couples

Each kind of couple who went quiet needs a different person, a different channel and different words.

Sent a WhatsApp, never booked
The coordinator replies the same day from the clinic number, answers the question asked and offers a consultation slot. Record the question and where the couple found you.
Consulted, tests advised, not returned
The counsellor rings to ask what is in the way, such as cost, leave from work or nerves about the test. Record the reason and any new date.
Given an estimate, deciding at home
The counsellor offers to walk the family through the estimate on a call or at the clinic. Record who is deciding and when the couple asked to be called.
Cycle unsuccessful
The doctor's team offers a review consultation and nothing else. Record the date, and leave any next step to the couple.
Pregnancy confirmed and handed over
The nurse coordinator confirms the handover to the obstetrician and asks permission before any later contact. Record that consent.
Enquired long ago and went silent
Send one gentle message asking if they still want help, and close the record if there is no reply. Keep them off broadcast lists.

Who it is for

This is written for these IVF and fertility clinics.

  • Standalone IVF centres run by one fertility specialist
  • Multi-branch fertility chains
  • Fertility units inside a multi-speciality or maternity hospital
  • Gynaecology practices adding IUI and fertility work
  • Andrology and male infertility clinics
  • Egg freezing and fertility preservation practices in the metros
  • Centres running consultation days in district towns

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    Enquiries by source, reply time, conversion and cost per order, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is reply time, a follow-up sequence, the page buyers land on or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the follow up systems work runs

  1. 1

    Measure today's reply time

    From last month's enquiries, we measure how long each waited for a first reply and how many follow-ups it got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Set up templates, tasks and ownership

    Templates, first-call questions, CRM tasks and named owners go live, with cover for leave and weekends.

  4. 4

    Track and adjust every month

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Will calling couples again and again put them off?
Yes, if the calls have no purpose. Each one should carry something useful, such as a test slot or an answer to a worry they raised. Agree how many attempts each stage gets, and stop there.
Who should follow up, the doctor or the counsellor?
The counsellor or coordinator, for nearly everything. The doctor steps in for a medical question or the review after a failed cycle. Couples value a call from the doctor, so keep it for the moments that need one.
Is WhatsApp acceptable for follow-up, or should we phone?
Ask the couple at the first visit. Plenty prefer a message they can read in private to a call that comes while family is around. Keep the wording neutral and send it from the clinic number.
A couple said no to treatment. Do we keep them on our list?
Record the no and the reason, and close the record. If they agree, note that you may tell them about an awareness talk later; otherwise leave them alone. A respectful close is what lets a couple come back without embarrassment.
Can an IVF clinic advertise its success rate?
Treat it as a no. Rules on medical advertising restrict outcome claims, and a published rate invites comparisons that rarely compare like with like. Let the doctor discuss results in the consultation, against the couple's own age and diagnosis, and check any wording with your own council or adviser.
Is there a law that applies to fertility clinics specifically?
Yes. Assisted reproduction clinics and banks in India are registered and regulated under their own law, separate from the general rules on medical advertising, and it is strict on donors, records and consent. We do not interpret it for you, so your registration, any donor programme and your advertising wording go past your legal adviser first.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.

From the blog

Further reading for IVF and fertility clinics.

All articles

More for IVF and fertility clinics

Everything else we would do for you.

Or start from the overview: sales and marketing for IVF and fertility clinics.

Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

Tell us what you need