This article covers what ClinicMonk™ does after the Lead Capture Form is submitted — the record it creates, where the lead lands, and the one email that goes out.
Filling the form in is covered separately, in What to Do When an Inquiry Comes in Outside ClinicMonk™.
What starts it
Submitting the Lead Capture Form. Nothing else does — the other forms in your account have their own automations.
What happens for every inquiry
Two things, on every path, whatever the inquiry type.
The person becomes a contact. Everything from the form is saved to their contact details — name, phone number, email, how they heard about you, and any file you attached. Your notes go there too, under the heading Lead Capture Form Submission Notes:
A lead is created in your Client Journey pipeline, named after the contact.
That happens whether or not the inquiry came with much to go on. A contact with only a first name still gets a record and a lead.
Where the lead lands
Your answer to Lead Source decides which stage the lead is created in.
Lead Source | Lead created in |
Phone Call | In Communication |
Voicemail | New Lead |
Text Message | New Lead |
Email Inquiry | New Lead |
Fax Received | New Lead |
Phone Call is the only one that skips New Lead. A phone call is a conversation that already happened; a voicemail, a text, an email or a fax is someone reaching out and waiting.
Fax referrals do three extra things
Beyond creating the lead, the fax path:
Saves the fax onto the lead, so the document stays with the record rather than living in your email.
Tags the contact fax received.
Emails the referring person a thank-you, with the subject Thank you for your referral.
That email goes to the address entered in Referral source email. It's addressed to the referring person by name, tells them your team will be reaching out to the client, invites them to connect for a call, mentions complimentary Lunch & Learns for their team, and is signed with your clinic's name and phone number.
It sends on its own, with no review step. It's the only message this automation sends to anybody.
What the person who inquired receives
Nothing, at first.
This automation sends them no text, no email and no follow-up sequence. Unlike a contact form submission, nothing greets them and nothing confirms their inquiry reached you. First contact is yours to make.
A separate 7-Day Lead Countdown workflow checks for leads that sit idle in In Communication for seven days. It doesn't mark them Lost. It emails your admin a reminder to review the lead, and your team decides whether to mark it Lost or leave it In Communication. When your team marks a lead Lost, ClinicMonk™ sends them a text and an email offering your free guide.
See What Happens to Leads Who Don't Book for the current rule and workflow screenshot.
What your clinic receives
Nothing either. There's no internal notification, because you logged the inquiry yourself — whoever submitted the form already knows it happened.
The only email this automation sends goes to a referring person, and only on the fax path.