How do longevity clinics run member follow-up through the year?
Longevity clinics run member follow-up through the year by replacing the inbox with one record per member and a calendar of what is due. Intake is collected once, diagnostics and scans are scheduled from the clinic's diary, results are chased from the lab and filed, each protocol check-in is booked on the dates the clinician set, and the renewal is raised before the membership ends. Administrative work only: the protocol and every clinical decision are the clinician's.
Updated
How does a year of follow-up run without the inbox?
The system works inside the clinic's own practice system, confirmed on the review, and every rule and every date below is the clinic's own. It schedules, chases, files and reminds, and it decides nothing clinical.
Collect intake once, at onboarding
A new member is walked through one onboarding: the forms the clinic needs, the consents it asks for, the questionnaires the clinician has chosen, and the details the practice system needs. Each is asked for once, chased until it arrives, and filed against the member's record, so nobody asks again at the first appointment.
Schedule diagnostics and scans from the clinic's diary
Each diagnostic in the member's plan is booked from the availability the clinic has published, in the order and at the intervals the clinician set, with the confirmation and the reminder sent on the clinic's schedule. A scan at an outside imaging provider is requested and confirmed the same way, and chased if the date does not come back.
Chase results until they arrive, then file them
When a result is due and has not arrived, the lab or the imaging provider is chased on a schedule, and the chasing does not forget on a busy week. When it arrives it is filed against the member's record and the clinician is told it is there. The system reads nothing into the result: what it means is the clinician's to say.
Book the member's follow-up with the clinician, and count the days
Once results are filed, the member's consultation with the clinician is offered and booked from the diary, by the rule the clinic sets for how soon. The days from results arriving to the member's follow-up are counted: it is the first number we measure.
Send protocol check-ins on the clinician's dates
Each check-in in the member's protocol is booked and reminded on the dates the clinician set, by message or by appointment as the clinic chooses. The content is the clinician's: the system sends the questionnaire the clinic chose, chases the reply, files it, and tells the clinician it is in. It makes no judgement on the answers.
Raise the renewal before the membership ends
As the membership year closes, the renewal is raised on the clinic's schedule, with the paperwork the clinic uses. The renewal request is drafted, then waits for a person at the clinic to approve it before it goes to the member.
Escalate anything the rules do not cover
A member who does not reply, a result that does not come, a question the rules do not cover: each goes to a named person at the clinic with the context already gathered. Anything clinical goes to the clinician. Nothing is dropped, and nobody is left circling an automated loop.
What does this replace?
The email and spreadsheet status quo
- A year of follow-up run from an inbox and a spreadsheet of dates
- Diagnostics booked by a thread of emails, and scans chased when someone remembers
- Results that arrive by email and wait in an inbox until somebody files them
- Check-ins that depend on the coordinator remembering which month each member is in
- Renewals raised late, or after the membership has already lapsed
After
- One record per member, and a calendar of what is due for each
- Diagnostics and scans booked from the clinic's diary, with reminders that run on their own
- Results chased on a schedule, filed on arrival, and the clinician told they are in
- Protocol check-ins sent on the clinician's dates, with the replies filed
- Renewals raised on the clinic's schedule and approved by a person before they go
What is running follow-up from an inbox costing the clinic?
A membership is a year of follow-up, and an inbox has no calendar. The first cost is the gap between a result arriving and the member's follow-up: the result sits in an inbox, the consultation waits for a coordinator to notice, and the member, who is paying for a year of attention, notices the silence. The second is the coordinator's week: every diagnostic booked by thread, every scan chased by hand and every check-in sent from memory is hours that grow with the member count, and the check-ins are the first thing to slip on a busy week. The third is the renewal, raised late because nobody saw the date coming. The size of each depends on the clinic, so there is no number here. The review measures it on the clinic's own records: the days from results arriving to the member's follow-up first, then how many check-ins went out on the date the protocol set.
How long does it take to set up?
A review comes first, about a week: where results, bookings and check-ins stall, how many days pass between results and follow-up today, and what each fix is worth. A first working version is usually live in two to four weeks: one journey, usually results chased, filed and followed up, live in the clinic's own practice system against a written baseline, with the acceptance criteria agreed before any build begins. Once that holds, intake, diagnostics scheduling, the protocol check-ins and the renewals follow. After that we can run and extend it, monthly, and you can cancel at any time.
When is this not worth doing?
- If the clinic has only a handful of members and one coordinator who knows every date, a tidy manual process is fine, and we will say so
- If the clinic's diary and member records are not kept in a practice system, there is nothing to schedule from until they are
- If each check-in is a conversation the clinician wants to have in person, the system can book it and remind, and that is all it should do
- If you are about to change practice systems, wait until that settles rather than building twice
- If the constraint is clinician availability rather than coordination, chasing faster will not create appointments
Frequently asked questions
How do longevity clinics run member follow-up through the year?
From one record per member and a calendar of what is due, inside the clinic's own practice system. Intake is collected once, diagnostics and scans are booked from the diary, results are chased and filed, check-ins go out on the dates the clinician set, and the renewal is raised before the membership ends. Anything clinical goes to the clinician.
Does the system make any clinical decision?
No. It does administrative work only: scheduling, chasing, filing and reminders. The protocol, the intervals between diagnostics, what a result means and what a check-in asks are all the clinician's; the system books the dates the clinician set, chases what is due and files what arrives. It never answers a clinical question.
What happens when a result arrives?
It is filed against the member's record, the clinician is told it is in, and the member's follow-up with the clinician is offered from the diary by the rule the clinic sets. The system reads nothing into the result. The days from the result arriving to the follow-up are counted, and that is the first number we measure.
Which practice system does it work with?
The clinic's own. No system is named here because it is confirmed on the review: we build inside the software the clinic already runs, rather than asking it to move, and the review establishes how the diary, the member records and the results are kept.
Will it replace the membership coordinator?
No. It removes the booking threads, the chasing and the filing, so the coordinator spends the week on members rather than on dates. Anything the rules do not cover goes to a named person with the context already gathered.
How much does it cost?
It starts with a review, about a week, that finds where results, bookings and check-ins stall and what each fix is worth. The build is then scoped and quoted at a fixed price, which depends on how the clinic's diary, records and outside providers connect. After that we run and extend it, monthly, and you can cancel at any time.
See where the time is going
Book a private review. On a short call we map where work is getting stuck in your firm and whether there is a system worth building. No pitch, and if there is nothing there worth doing, we will say so.