How Outgrow Transformed BeWell Clinics’ Client Experience & Operational Efficiency
Table of Contents
Case Study Snapshot
- Client: BeWell Clinics – Mental Health Services Network
- Challenge: Time-consuming manual client-practitioner matching process (30+ minutes per client)
- Lead Quality: Increase in consultation-to-booking conversion rate
- Tools Used: Outgrow’s Interactive Quizzes, Calculators
- Solution: Interactive assessment quizzes integrated with HubSpot CRM
Introduction
In a competitive healthcare world, matching patients to the right provider efficiently and effectively is not only good business, but it is vital for quality care. For mental health practices, especially those with multiple specialists and service offerings, matching patients with the right provider is a far more complicated endeavor.
In this case study, we explore how BeWell Clinics, a growing network of mental health organizations, made this transformation and streamlined and personalized their entire client acquisition process by replacing a slow manual process with Outgrow’s interactive assessment tools.
Would you like to see how interactive assessment tools can improve your matching process? Let’s take a look at BeWell Clinics’ transformative journey!
Client Overview
- Company: BeWell Clinics
- Industry: Healthcare/Mental Health Services
- Specialization: Mental Health Therapy, Psychiatric Assessment, Specialized Programs
- Target Audience: Adults seeking mental health services in Toronto, Mississauga, and Hamilton
BeWell Clinics operates a growing network of mental health institutions across Toronto, Mississauga, and Hamilton. With over 30 practitioners specializing in therapy, psychiatric assessment, and specialized mental health programs, they are dedicated to helping their clients find the best mental health provider fit for their individual needs.As BeWell Clinics expanded, so did their challenges in matching clients efficiently with their practitioners – until they found Outgrow’s interactive solutions.
The Challenge: Complex Client Matching Process
Overwhelming service variety – Multiple therapy options, assessments, psychiatry, and specialized programs created decision paralysis for potential clients
Complex matching requirements – Over 20 variables that required consideration to align the clients with the right provider successfully.
Resource-intensive consultations – Staff spent over 30 minutes on initial phone calls manually matching each client.
Operational bottlenecks – Valuable time was spent performing repetitive matching tasks instead of working on strategies to grow and expand the practice.
Suboptimal client experience – Prospects struggled to navigate through 30+ therapist profiles without guided assistance.
This labor-intensive process not only strained operational resources but also potentially created friction in the client journey during a sensitive time when seeking mental health support.
The Solution: Outgrow’s Interactive Assessment Quizzes
BeWell Clinics implemented Outgrow’s interactive assessment tools to transform their client matching process. The custom solution was designed to:
1. Guide potential clients through available mental health services with engaging interactive formats.
2. Collect essential information upfront in a conversational manner.
3. Analyze client needs against practitioners’ specializations using conditional logic.
4. Automatically match clients with appropriate mental health professionals.
5. Integrate seamlessly with their existing HubSpot CRM system.
Why BeWell Clinics Chose Outgrow
When evaluating potential solutions, BeWell Clinics selected Outgrow for several key reasons:
No-code implementation – The platform required zero technical expertise to create sophisticated assessment tools.
User-friendly builder – Both marketing staff and clients found the tools intuitive and engaging.
Seamless CRM integration – Direct connection with their HubSpot system streamlined lead management.
Comprehensive analytics – Valuable insights to perform marketing and operations strategies.
Advanced customization options – Ability to address matching variables with conditional logic.
Professional interface – Enhanced brand perception through visually appealing interactive experiences.
Embeds – Embed your calculator on webpages, blogs, ads, and email newsletters, in various forms such as full-page, in-page, popup style, chatbot style, etc.
The Results: Measurable Improvements Across the Board
After implementing Outgrow’s interactive assessment tools, BeWell Clinics experienced impressive results:
1. Dramatically reduced consultation time – from 30+ minutes to approximately 5-7 minutes per client.
2. Significantly enhanced lead conversion rates through a more personalized approach.
3. Increased operational capacity by freeing staff from lengthy phone consultations.
4. Improved client confidence in practitioner matching decisions.
5. Data-driven marketing insights to optimize targeting and messaging.
6. Personalized follow-up communications based on assessment results.
How Outgrow Changed the Game for BeWell Clinics
The implementation of Outgrow’s solutions fundamentally transformed BeWell Clinics’ approach to client acquisition:
1. Strategic resource reallocation – Staff now focus on high-value activities instead of manual matching.
2. Enhanced personalization at scale – Every touchpoint in the client journey became personalized without additional effort.
3. Data-informed decision making – Continuous improvement through comprehensive analytics.
4. Scalable growth model – Ability to add practitioners without increasing matching complexity.
5. Competitive differentiation – Superior client experience compared to traditional mental health practices
Transform Your Client Experience with Outgrow
Ready to achieve results like BeWell Clinics? Outgrow’s interactive content platform can help you:
- Create engaging assessment quizzes without coding skills
- Streamline your client matching process
- Increase lead conversion rates with personalization
- Gather valuable data for marketing optimization
- Integrate seamlessly with your existing CRM
Start your free trial today and see how Outgrow can transform your business!
Testimonial Video
As a marketing leader in the healthcare space, Laura doesn’t hesitate to recommend Outgrow to other organizations:
Frequently Asked Questions
Yes, Outgrow offers native integrations with major CRM platforms, including HubSpot, Salesforce, Mailchimp, and many others.
No technical skills required! Our no-code builder makes it easy for marketing teams to create sophisticated interactive experiences.
By collecting relevant information upfront and qualifying leads based on your criteria, you receive higher-quality leads that are easier to convert.
While Outgrow works for many industries, service-based businesses with complex offerings like healthcare, financial services, education, and professional services see particularly strong results.
Sakshi is a digital marketing enthusiast passionate about connecting brands with audiences. With a background in content strategy and social media, she loves turning trends into actionable strategies. Outside of work, you’ll find her reading a book or hunting for the perfect cup of coffee.
![[Infographic] How to Create Kickass Interactive Content](https://outgrow.co/blog/wp-content/uploads/2023/05/Blogs-min-1536x768-1-1-1.png)
