This article covers what ClinicMonk™ does once you mark how a consult call went — the follow-up each of the three outcomes sends, where the lead moves to, and how the sequence ends.

Everything before the call — the booking, confirmations and reminders — is covered separately.

What starts it

A consult appointment on your consult calendar reaching one of three statuses: Showed, No Show, or Cancelled.

Showed and No Show happen after the call. Someone on your team marks the appointment once the time has passed. Until that's done, no follow-up runs at all — the lead just sits in Consult Booked. This is why ClinicMonk™ emails your administrator an hour afterward if nothing has been recorded.

Cancelled usually happens before the call, and often without anyone on your team doing anything. See below.

If they showed

When	What happens
Immediately	The lead moves to Did Not Convert on Consult Call and is tagged showed.
2 hours later	Text — thanking them, saying it was good to speak, and inviting them to reach out with questions.
The next day, at 9:30 AM	Email — A resource you might find helpful. Says it was nice speaking yesterday and shares your welcome resource. Skipped if they already have the resource.
A week after that	Email — Just checking in. Says you're reaching out once more in case they're thinking about getting started, and invites them to reply for help booking with the right therapist. This one sends either way.
End of sequence	The close-out below.

About that stage name. Did Not Convert on Consult Call is where the lead waits until they actually book. Someone who leaves the call and books a paid session with you — in your EHR, the system where your clinical records live — gets marked Won on their lead, which moves them on. Until that happens, the consult has taken place but nothing has been booked, which is what the stage is recording.

It's applied the moment you mark them as showed, so a lead you're mid-conversation with will sit there for a while. That's expected.

If they didn't show

When	What happens
Immediately	The lead moves to No Show/Cancelled Consult, set to open, and is tagged no show.
Immediately	Text and email — We missed you today, both with a link to rebook.
The next day	Email — Here if you'd like to reconnect, reaching out once more with the rebooking link.
A week after that	Email — Just checking in. Acknowledges that life gets busy and that starting therapy can feel like a big step, shares your welcome resource, and invites them to reply for help getting booked. Skipped if they already have the resource — and it's the last message in this sequence, so the follow-up simply ends a week earlier.
End of sequence	The close-out below.

If they cancelled

Cancellations are different from the other two. They happen before the appointment, not after it, and there are two ways one arrives:

The lead cancels it themselves, using the cancellation link in their confirmation. Nobody on your team has to do anything, and the first you'll know of it is the email described below.
Someone on your team cancels it — usually because the lead phoned, emailed or replied to a text asking to cancel or move.

Either way ClinicMonk™ treats it the same, and everything below starts from the moment the appointment is cancelled rather than from the original appointment time. A consult cancelled three weeks out begins its follow-up that day.

Two things stop as a result: the remaining reminders for that appointment aren't sent, and the "did you forget to update a recent appointment?" email won't go out, because the outcome has been recorded.

It's the longest of the three sequences, and the only one that tells your administrator directly.

When	What happens
Immediately	The lead moves to No Show/Cancelled Consult, set to open, and is tagged cancelled.
Immediately	Your clinic administrator gets an email, Consultation Appointment Cancelled, showing the appointment date and time with a secure link to your cancelled appointments. No client details in the email itself.
Immediately	Text and email — Your Consultation Has Been Cancelled, both with a rebooking link.
The next day	Email — We'd Be Happy to Reconnect, thanking them for letting you know and inviting them to pick a new time.
A week after that	Email — Just checking in, with the rebooking link.
A week after that	Email — Checking In and Sharing a Helpful Resource, sharing your welcome resource and inviting them to reply for help getting booked. Skipped if they already have the resource — and it's the last message in this sequence, so the follow-up ends a week earlier.
End of sequence	The close-out below.

How every sequence ends

All three finish the same way. The contact is tagged for nurture, and their lead's status is set to Lost — unless it has reached In Communication, in which case it's left alone.

The lead doesn't move stages. It stays in Did Not Convert on Consult Call or No Show/Cancelled Consult, so your board still shows what happened. Only the status changes, which hides it from your default pipeline view.

Being marked Lost here doesn't end contact. The nurture tag starts a long-term email sequence that runs separately from this one, covered in its own article.

If they reply

A reply takes them out of whichever sequence they're in, and moves their lead to In Communication — which is what keeps it out of the close-out above. Both of those are separate automations with their own articles.