HIPAA-compliant CRM for practices that don't have time for enterprise tools.
Every lead tracked. Every call captured. Nothing falls through the cracks — and nothing leaks through them either.
Practices lose leads because their CRM is wrong — not their marketing.
Either it's not HIPAA-compliant, or it's an enterprise tool nobody on the admin team can actually use.
Most behavioral health practices we audit run one of two CRMs. Either a generic small-business CRM that wasn't designed for PHI — meaning every patient inquiry is a HIPAA exposure waiting to be noticed. Or an enterprise tool that requires a full-time admin, which means in practice it's used for maybe 30% of what it could do.
Both leak leads. The first because the team avoids using it in case it triggers compliance audits. The second because nobody has time to run the workflow it's capable of.
We deploy GoHighLevel with the HIPAA add-on at the agency level — enterprise-grade lead management with the simplicity small practices actually need, at a fraction of the cost of dedicated healthcare CRMs. Calls captured, forms tracked, leads routed, notifications fired. Every inquiry gets a follow-up. Every follow-up gets logged. Nothing slips, because everything is automated.
Enterprise-grade lead management, small-practice simple.
HIPAA-compliant GHL setup
GoHighLevel deployed with the HIPAA add-on, BAA signed, configured for behavioral health workflows. Most agencies skip this step. We don't.
Call tracking + recording
Every incoming call captured, attributed to source (paid, organic, GBP, referral), and recorded for review. You know which channels actually drive calls — not just clicks.
Lead routing + automation
Inquiries get routed to the right admin in seconds. Follow-up sequences fire automatically. Nothing waits for someone to remember to respond.
Intake workflow
From first inquiry through admission, every stage tracked. You see where leads convert, where they drop off, and where to focus.
Integration with attribution
Every inquiry tagged with the marketing source. Paid, organic, GBP, referral — we know which channel earned the lead, not just which one converted.
Reporting that means something
Monthly reporting on lead volume, conversion rate, source attribution, and admission-to-inquiry ratio where applicable. Real numbers, no vanity dashboards.
Discovery → setup → train → optimize.
Discovery
Audit your current lead handling — where calls come in, where forms land, who follows up, what's automated, and what's manual.
Setup
Deploy GoHighLevel with the HIPAA add-on, sign the BAA, and configure for your intake workflow. Connect call tracking, forms, and source attribution.
Train + Launch
Train your admin team on the workflow they'll actually use. We keep it simple — most teams are running confidently inside a week.
Monitor + Optimize
Monthly review of lead handling, conversion rates, and bottlenecks. We adjust the workflow as your practice grows.
Why RxMedia for healthcare CRM.
HIPAA add-on at the agency level
We carry the GoHighLevel HIPAA add-on so you don't have to evaluate which tier to buy or negotiate a BAA. We've already done it for every client.
Behavioral health workflows out of the box
We've built intake flows for addiction treatment, mental health, speech therapy, and OT. Your CRM gets configured from a playbook that works — not from scratch.
Attribution that actually attributes
Most CRMs capture leads but lose the source. We tag every inquiry back to the channel that earned it — paid, organic, GBP, referral. You see what drives admissions.
Integrated with everything else
Your CRM connects to your paid campaigns, your GA4 events, your call tracking, your monthly reporting. One system, not five.
Get a free CRM audit.
We'll review your current lead handling — call capture, form routing, follow-up sequences, attribution — and tell you exactly what we'd do.