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Orthopaedic clinics · Follow up systems

Call back the patient told he needs a knee replacement who never booked.

Follow-up in an orthopaedic clinic is what happens after the first visit: the patient advised surgery who went home to think, the MRI asked for and never brought back, the fracture due for a check X-ray. GullySales builds the call list, the words for each situation and the record of why each patient stopped.

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 orthopaedic clinics

Sales and marketing for orthopaedic 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 orthopaedic clinics

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

  • “Advised surgery is not a decision”

    A patient told he needs a knee replacement goes home to talk to his children, his insurer and the neighbour who had one. If the clinic never calls, the second opinion decides.

  • “The MRI advised and never seen”

    A patient with sciatica is sent for an MRI and does not return with the report. Some got better, some went elsewhere, and nobody knows which.

  • “Rehab stops once the patient can walk”

    After an ACL reconstruction the patient skips physiotherapy as soon as he feels steady. The clinic hears about the stiff knee only at the review visit.

What we do

What we deliver for orthopaedic clinics.

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

  1. A list of patients advised surgery and not booked

    Taken from OPD notes or the register: name, procedure advised, date, and what the patient said they needed before deciding.

    Result: The clinic can see every surgery still being weighed up.

  2. Words for the 'I will discuss with family' call

    What the coordinator says, offering a family consultation in person or by video and sending the estimate again, with no pressure.

    Result: The son abroad gets to put his questions to the surgeon.

  3. A due list for fracture and post-op reviews

    Check X-rays, suture removal and plaster changes taken from the appointment book, so no review is left to the patient's memory.

    Result: Healing fractures are seen on the day the surgeon asked.

  4. A reply routine for X-rays sent on WhatsApp

    Who reads chat messages with reports, what slot is offered and what the reply must never say, since nobody diagnoses over chat.

    Result: A report sent at night gets a slot offered, not silence.

  5. A rehab attendance check after surgery

    Missed physiotherapy sessions flagged to the physio, who rings the patient herself.

    Result: A patient who stopped rehab hears from someone before the review.

  6. The reason each patient did not go ahead

    Cost, fear of surgery, waiting on insurance, a second opinion or feeling better, written by whoever spoke to them last.

    Result: You learn which part of the decision the clinic can help with.

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 patients

Who calls each orthopaedic patient who has gone quiet, and what they say.

X-ray or MRI sent on WhatsApp, no reply yet
The front desk replies the same day with consulting days and two slots, and asks the patient to bring the films and the CD. Nobody comments on the report in chat. Log it in the register.
Advised surgery, went home to think
The surgery coordinator calls after a few days, asks what is still undecided and offers the family a call with the surgeon. Record the reason given and the date agreed.
Waiting on insurance or a son coming from abroad
Ask what the TPA has asked for and help with the papers. Offer a video consultation for the family member abroad, and note the date they expect to decide.
MRI advised, report never brought
Ring to ask whether the scan was done and whether the pain has changed. If it has eased, note it and close kindly. If not, offer a slot to read the report.
Fracture due for a check X-ray
Message the day before with the time and what to bring. If the patient misses it, the front desk calls that evening, because a fracture that has shifted cannot wait for the next free slot.
Stopped physiotherapy after surgery
The physiotherapist calls, not the front desk, asks how the knee feels and offers a session. Record the reply and tell the surgeon before the review visit.

Who it is for

This is written for these orthopaedic clinics.

  • Single-surgeon OPD clinics that operate at partner hospitals
  • Joint replacement centres
  • Sports injury and arthroscopy clinics
  • Spine clinics
  • Fracture and trauma clinics on highways and ring roads
  • Paediatric orthopaedic practices
  • Orthopaedic nursing homes and day-care surgery units
  • Multi-surgeon bone and joint groups with branches

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 patients advised surgery feel like we are pushing it?
Not if the call is about their questions rather than a date. Ask what is holding them back and offer the surgeon's time to answer it. Stop after two or three contacts and write down why.
Who should own follow-up, the surgeon or the staff?
A named coordinator or front desk person, working from a list. The surgeon takes only the calls that need a medical answer. When nobody's name is on the list, the calls stop the first busy week.
Can we reply to X-ray photos on WhatsApp with advice?
Do not diagnose or suggest treatment over chat. Thank them, offer a consultation and say what to bring. A photograph of a film on a phone screen is not enough to judge, and written advice can be read as a diagnosis.
A patient chose surgery elsewhere. Do we still call him?
No more calls about surgery. Note the reason in a word, wish him well and ask whether he wants copies of his reports. He may come back for the other knee or for physiotherapy, and a polite ending makes that easier.
Is an orthopaedic surgeon allowed to advertise?
Within limits set by medical councils, which differ by state and change. Words such as best or painless, discounts and any promise of a result are the usual problems. We write pages and ads that describe the procedure and the surgeon's qualifications, and you check them against your own council's current rules before they go live.
Can we show a patient walking after a knee replacement?
Ask your council or adviser first. A video or photograph of a result works as a testimonial, and doctors' advertising rules restrict those. If it is allowed, take written consent for that specific use. We would sooner film the physio room and the surgeon explaining the stay.
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.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.

From the blog

Further reading for orthopaedic clinics.

All articles

More for orthopaedic clinics

Everything else we would do for you.

Or start from the overview: sales and marketing for orthopaedic 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