This article explains everything ClinicMonk™ does the moment someone fills in the Contact Form on your website — what they see, what they receive, what you receive, and the lead that appears in your pipeline.
What starts it
Someone submitting the Contact Form on your website.
What the visitor sees
The form is replaced in place by a short confirmation telling them to check their phone for a text, inviting them to reply with questions or book a consultation, with a Book Now link below it.
Everything else below happens in the background, within moments.
What happens
The Google Ads campaign that brought them is saved to their contact record, so you can see later which marketing brought the inquiry in.
A lead is created in Client Journey at New Lead, named after the contact, with its source recorded as Contact Form. The campaign is saved onto the lead too.
Your clinic administrator gets an email.
The contact gets a text.
The contact gets an email.
If they arrived from a Google ad, the lead is marked for that.
What the person who inquired receives
A text first. It greets them by first name, introduces your clinic administrator by name, or team name, thanks them for reaching out, invites them to book a free 20-minute consult using your booking link, and tells them they can reply to the text with questions.
Then an email, subject Thanks for reaching out. It covers the same ground at more length — who's writing, an offer of a free 20-minute consult to understand what they're looking for and match them with the right therapist, the booking link, and an invitation to reply.
Both arrive within moments of submission. Replies to either land in your conversations, and a reply also moves their lead to In Communication.
What you receive
An email to your clinic administrator, subject Action Required: New Contact Form Submitted.
It contains no details about the person who inquired — no name, no message, nothing from the form. It's built that way deliberately, so client information (PHI) never sits in an email inbox. What it gives you is a secure link into ClinicMonk™ where the submission can be read.
That's why it looks almost empty when you open it. Follow the link to see contact form submissions and what they wrote. If you're not already signed in, you'll be asked to sign in first.
Google Ads tracking
After the messages go out, ClinicMonk™ checks how the person arrived at your site. If the most recent source was a Google ad, their lead is marked as a Google Ad for tracking, which is what feeds the Google Ads figures on your Digital Marketing & Referrals dashboard.
This is based on the most recent thing that brought them to your site — not the first. Someone who clicked your ad last month, then came back by typing your address directly before submitting, isn't marked as a Google Ad lead.