Illustrative case study — Portland hormone clinic, pellet therapy practice
Note: This case study is illustrative — composite outcomes from women’s hormone clinics running the Wellness Snapshot. Individual results vary.
The practice
A women’s hormone balance clinic in Portland focused on bioidentical hormone replacement (pellet therapy + compounded). Roughly 180 active patients on rolling 90-day pellet cycles. Excellent clinical reputation, growing patient base, real operational pain.
The problem: pellets don’t wait
Pellet protocols depend on timing. A patient inserted on Day 0 needs reinsertion at Day 90 — earlier risks waste, later means symptoms return. When a clinic forgets to remind a patient and she misses her window by 4 weeks, two things happen:
- The patient feels worse than she needs to (clinical failure)
- The clinic loses revenue (operational failure)
The clinic’s reminders were happening manually, via a front-desk spreadsheet check every Monday. Reminders fired inconsistently. On-time renewal rate was sitting at 58%.
What the snapshot changed
Day 75 — first reminder fires
“Hi [name], your pellet renewal window opens in 15 days. Here’s what to expect, and here are 5 slots to choose from.”
Day 80 — second reminder if not yet booked
SMS + email with same calendar slots, slightly more urgent framing.
Day 85 — practitioner alert
If patient hasn’t booked by Day 85, alert surfaces to the practitioner inbox with a “should we reach out personally?” prompt.
Day 90+ — symptom-tracking concurrent
Daily check-in pulse tracks energy, mood, libido, sleep — so the practice sees patient symptom return before it becomes a crisis.
Add-on: cycle-aware nurture between insertions
Between insertions, soft education emails on diet, sleep, supplements, stress — keeping the practice in the patient’s mind without “marketing.”
The numbers, 90 days post-install
| Metric | Before | After |
|---|---|---|
| On-time pellet renewal | 58% | 92% |
| Mean days between insertions | 124 | 91 |
| Monthly revenue (pellet pipeline) | $42K | $54K |
| Front desk hours on reminders | 8/week | <1/week |
| Patient symptom-gap (days/year) | ~70 | <10 |
The clinical impact
The owner emphasized this point: the operational lift translated directly to patient wellbeing. Patients on consistent protocols feel consistently better. The 34-point on-time-renewal lift wasn’t just revenue recovery — it was clinical outcome improvement.
The lesson
Time-sensitive protocols (pellet, IV, infusion, peptide, GLP-1) require operational precision. Manual systems will leak revenue and underdeliver care. Automation isn’t optional in these modalities — it’s the floor.
Walk through the cycle-aware flow →
“Every late renewal meant a patient went six weeks feeling worse than she needed to. We weren't doing right by them, and we weren't running the practice right. That changed.”