How Wolara Turns Patient Interest Into Booked GI Appointments

A practical workflow for GI clinics: capture the inquiry, route the patient, guide the booking, automate reminders, and keep staff informed.

Complete Workflow Journey

1
Patient Contacts

Patient initiates contact via website, SMS, phone, form, or callback request.

2
Choose Service Type

Patient selects consultation or procedure request.

3
Consultation Booking Path

Simple visits route to instant or guided booking.

4
Procedure Request Path

Complex procedures route to staff review workflow.

5
Digital Intake

Patient enters health history, prep info, insurance details.

6
Automated Reminders

7-day, 72-hour, 24-hour, and morning-of reminders sent.

7
Staff Dashboard

Staff sees inquiries, next actions, and confirmation status.

8
CRM Pipeline Tracking

Every inquiry tracked: new → contacted → booked → reminded → completed.

9
EHR Handoff

Patient data handed off to your EHR for clinical records.

Patient Contact Sources

Wolara accepts patient inquiries from multiple channels:

Web Form
SMS
Phone IVR
Callback Request
Referral Link
Email

All inquiries funnel through one unified dashboard where staff sees them sorted by status, priority, and next action.

Two Distinct Workflows

Consultation Workflow
  • Patient selects service (GERD, IBS, IBD, follow-up)
  • Chooses provider and preferred time
  • Enters basic patient details
  • System checks availability
  • Instant confirmation or callback offered
  • SMS reminder sent
  • Prep instructions (if applicable)
  • EHR handoff for clinical team
Procedure Workflow
  • Select procedure (colonoscopy, endoscopy)
  • Guided intake captures procedure-specific details
  • Insurance/prep questions collected
  • Preferred callback time selected
  • Staff reviews request in dashboard
  • Staff calls to confirm availability
  • Appointment confirmed in EHR
  • Automated prep reminders begin

Automated Prep Reminders

7 Days
Initial prep info reminder
72 Hours
Pre-prep instructions
24 Hours
Final prep deadline
Morning Of
Same-day confirmation

Staff Dashboard Experience

Staff sees every inquiry in one place, organized by status and next action:

New Inquiry

Just came in, needs action

Contacted

Staff has called or messaged

Booked

Appointment confirmed

Reminder Sent

Prep reminders activated

Completed

Appointment finished

No-Show

Needs follow-up or reschedule

Dashboard shows: patient name, contact info, appointment type, preferred times, intake data, and next action required.

CRM & GoHighLevel Pipeline

EHR Handoff Process

See Where Your GI Practice Is Losing Bookings

Run a quick ROI estimate or book a short demo to see how Wolara can turn missed calls and manual follow-up into a clearer booking and operations workflow.

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