For IVF & fertility clinics
Fertility enquiries arrive at midnight. Yours should be answered by midnight.
A couple researching IVF sends the same careful message to four clinics on a Sunday evening. The one that answers with warmth and a clear next step gets the consultation. Valenza builds the system that makes that clinic yours — discreetly, consistently, at any hour.
A 30-minute strategy call. We map how enquiries reach you today, where they stop, and what a system would change.
Worked example — patient enquiry → qualification → consultation booking.
The journey
How an enquiry travels through your business today
01 · The enquiry
It arrives after work, on a weekend, or late at night — because that is when people have the privacy to send it. It is rarely a phone call.
02 · The comparison
The same message goes to three or four clinics in one sitting. Nobody shortlists fertility clinics one at a time.
03 · The first reply
Whichever clinic responds with warmth and a concrete next step sets the frame. Everyone else becomes a second opinion.
04 · The consultation
The decision is made in person, by your doctor. Everything before it is logistics — and logistics is exactly what leaks.
Where fertility enquiries stop
The out-of-hours enquiry
Most fertility enquiries arrive outside clinic hours. A message sent at 10pm that gets read at 11am the next day has already been answered by someone else.
The unanswered first question
People ask about cost, success rates and process before they ask for an appointment. A reply that says only 'please call the clinic' converts far worse than one that actually answers.
The long decision
Fertility decisions take weeks and involve two people. A single follow-up on day three is not persistence — it is the minimum. Most clinics manage none.
The consultation that never happens
A booked first consultation that no-shows is usually not a lost patient, it is an unrescheduled one. Nobody at the front desk owns chasing it.
Count it in your own numbers
- 1Take your enquiries from last month, from every source — forms, DMs, calls, walk-in questions.
- 2Subtract the ones that got a reply within an hour. For most clinics this is a minority.
- 3Of the ones that got a consultation booked, subtract the ones that attended.
- 4The gap between the first number and the last is the pipeline Valenza is built to close. We run this arithmetic with you on the call, using your figures.
The system
What we deploy for a fertility clinic
Capture
Every enquiry source — website forms, ad lead forms, social DMs, chat and missed calls — routed into one pipeline with a single record per couple.
Engage
An immediate, warm reply in your clinic's voice, at any hour. It answers what you have approved it to answer — process, what a first consultation involves, what to bring — and nothing else.
Qualify
Prior treatment history, location, preferred centre and language captured in the conversation, so the consultation is booked with the right specialist the first time.
Book
Live availability from your clinic calendar, split by doctor and centre, with confirmation and reminders timed to your own no-show pattern.
Follow up
A cadence written for a decision that takes weeks, not days: a check-in, an offer to answer questions, a reschedule path for anyone who misses a slot. It stops the moment they reply or ask it to.
Measure
A weekly page: enquiries, qualified, booked, attended — against the baseline we measured before go-live.
Your counsellors and doctors keep every conversation that requires judgment. The system removes the reasons a patient never reaches them.
What changes once it is live
Today: A Sunday-night enquiry is read on Monday morning
With the system: Answered within a minute, with a real next step
Today: Cost and process questions get 'please call the clinic'
With the system: Answered from material your clinical team approved
Today: Prior history is discovered during the consultation
With the system: Captured before booking, so the right doctor sees them
Today: A no-show is noticed, then forgotten
With the system: A reschedule path goes out the same day
Today: Enquiry volume is a guess
With the system: One page a week, measured against your baseline
The rules this system runs under
It never gives medical advice, never estimates anyone's chance of success, and never discusses a specific clinical situation. Those conversations are handed to your team the moment they start.
It shares only what your clinical team has approved in writing — the process, what a first consultation involves, what to bring, and any price information you have chosen to publish. It does not improvise beyond that material.
Conversations are one-to-one, with people who contacted your clinic. No broadcasts, no lists, no marketing to anyone who did not ask. Opt-outs are honoured immediately and permanently.
Data collection is limited to what booking a consultation requires. Fertility enquiries are treated with the restraint the subject deserves, and if a person asks whether they are speaking to an assistant, the answer is yes.
Objections, answered straight
The alternative is not a warm human — it is silence until Monday. The system handles the part that is genuinely administrative: acknowledging the message, answering process questions, and getting the person in front of a doctor. Anything that touches their clinical situation goes to your team immediately, with the full conversation attached.
Every message is written by people, in your clinic's voice, and approved by your team before anything goes live. You edit them. Nothing is sent that you have not read.
Only the figures your clinical team has approved for publication, stated exactly as approved, and never applied to an individual. It will not estimate anyone's personal odds — that conversation belongs to your doctor.
Then you have the hardest part covered. What a counsellor structurally cannot do is reply in forty seconds at 10pm, run the same qualification on every enquiry, and follow up on day three without fail while also counselling. The system does those; she does the work she was hired for.
Who this is for
This works if:
- You receive enquiries daily across more than one channel
- A first consultation is the real conversion event
- Enquiries arrive outside clinic hours, which for fertility they always do
- You have a calendar and a team that can absorb more booked consultations
This isn’t for you if:
- You rely entirely on doctor referrals and receive almost no direct enquiries
- You want marketing or lead generation rather than conversion infrastructure
- You are not willing to approve the messages that go out in your name
Patient enquiry → qualification → consultation booking
See what your enquiry pipeline is actually doing.
A 30-minute call. We map how enquiries reach you today, where they stop, and what the seven stages would look like on your clinic's channels. You leave with the arithmetic for your own numbers, whether or not you work with us.
No pitch deck. Scope and approach are set on the call, and anything we would build is quoted in writing afterwards.