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Summary
Fewer new patients; follow-up needs attention.
New patients fell to 53, while inbound calls remained at 104. Opportunity records increased to 63, but existing-patient activity accounts for much of that volume. Google Ads results cover the Beeliar campaign; Meta results cover the shared account across both clinics.
Patient acquisition softened.
September was below both August and September last year. Prioritise outstanding appointment requests and understand why enquiries do not progress to a booking.
More CRM records do not mean more new patients.
43 opportunity records are labelled existing patients and 11 are labelled new patients. Keep routine care and administration separate when evaluating acquisition.
Protect the demand already reaching the clinic.
Six calls were missed, compared with two in August. Callback ownership and daily follow-up are immediate improvements reception can control.
02
Learned
What September tells us.
Patient labels and pipeline stages need alignment.
In September, five records labelled new patients were in the existing-patient stage. Check labels and stages regularly so acquisition enquiries receive the right follow-up.
Beeliar search costs need attention.
Search clicks fell faster than spend, pushing the cost per click higher. Review search relevance and the enquiries that progress to bookings before increasing the budget.
Cheaper traffic and better outcomes are different goals.
Meta’s website traffic campaign delivered landing-page visits at $0.47 each, compared with $1.02 for the rebate campaign. Assess offer relevance and booking interest alongside visit cost.
03
Graphics
September’s social media graphics.
58 social media graphics delivered in September.
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04
Reels
Video creative for September.
4 reels delivered in September.
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05
New Patient Numbers
53 new patients: below August and last September.
Clinic-reported new patients fell 17.2% month on month and 32.1% year on year. September’s total was 11 below August and 25 below September 2025.
Swipe to see all columns
| Month | 2023 | 2024 | 2025 | 2026 |
|---|---|---|---|---|
| January | 98 | 63 | 51 | 58 |
| February | 81 | 73 | 87 | 49 |
| March | 91 | 72 | 94 | 63 |
| April | 65 | 87 | 57 | 48 |
| May | 100 | 60 | 63 | 61 |
| June | 62 | 49 | 70 | 66 |
| July | 91 | 62 | 67 | 43 |
| August | 76 | 72 | 53 | 64 |
| September | 67 | 59 | 78 | 53 |
| October | 71 | 45 | 41 | — |
| November | 53 | 80 | 60 | — |
| December | 62 | 66 | 67 | — |
Month on month: −11 patients.
September reached 53, compared with 64 in August. The recovery seen in August was not sustained.
Year on year: −25 patients.
September was below 2025’s 78, 2024’s 59 and 2023’s 67.
Year to date: 505 patients.
January–September totalled 505, versus 620 in 2025. The shortfall widened from 90 to 115 patients, or 18.5%.
06
Leads
63 opportunity records, mostly existing-patient activity.
Opportunity volume increased 80.0% from August’s 35. Patient labels identify 43 existing patients, 11 new patients and nine records with an unclear or missing patient type. These figures reflect the pipeline statuses and patient labels recorded for September, not today’s outstanding workload.
Opportunities
63
Records opened in September.
Booking Stage
7
September pipeline status.
Attended Stage
1
September pipeline status.
Estimated Opportunity Value
$12,199
AUD · Potential value, not revenue.
September pipeline stages
Existing-patient records dominate the pipeline.
Patient type
Separate patient type from acquisition source.
Source identification
Google Ads is identified on 41 records.
Lead quality
Resolve patient-stage mismatches before judging acquisition.
In September, five new-patient-labelled records were in the existing-patient stage. Keep patient type and appointment progress aligned so enquiries receive the right follow-up.
Reception follow-up
Check leads daily and update after every contact.
Review open leads and overdue follow-ups daily. Follow up with patients awaiting a response, update booking and attendance outcomes after contact, and assign a next-contact date to each open enquiry.
07
Calls
Call demand held steady; more calls were missed.
Beeliar received 104 inbound calls, the same as August. 98 were answered and six were missed, reducing the answer rate from 98.1% to 94.2%.
Inbound Calls
104
Unchanged from August.
Answered
98
94.2% of calls.
Missed
6
Up from two in August.
Distinct Phone Numbers
82
August: 80 phone numbers.
Call mix · 104 calls
Most calls were marked as first-time calls.
Calls by tracking number
Google Business Profile drives most tracked calls.
Call discussion
Close the missed-call follow-up gap.
With call volume unchanged, the lower answer rate points to a handling gap rather than greater demand. Confirm callbacks for all six missed calls and review when they occurred to identify reception cover needs.
08
Google Ads
Beeliar search traffic fell as click costs increased.
The Beeliar non-brand search campaign generated 73 clicks from 1,113 impressions. The combined conversion total is 44: 41 Google Ads-attributed pipeline contacts plus three additional callers. Four call numbers already in the pipeline are counted once. This is a contact-based measure, not Google Ads platform conversions.
Impressions
1,113
August: 1,500.
Clicks
73
Down 33.0% from August’s 109.
CTR
6.56%
August: 7.27%.
Average CPC
$27.67
AUD · August: $24.43.
Spend
$2,019.85
AUD · Down 24.2% from August.
Conversions · CRM + Calls
44
41 pipeline contacts + 3 additional callers.
Cost Per Conversion
$45.91
AUD · Based on 44 distinct contact numbers.
Efficiency discussion
Improve search relevance before increasing spend.
Click volume fell faster than spend, making each visit more expensive. Review search terms and location targeting, then use confirmed booking outcomes to prioritise the enquiries worth investing in.
09
Meta Ads
1,869 landing-page visits across the shared account.
Across both clinic locations, Meta recorded 3,060 all clicks, 2,353 link clicks and 1,869 landing-page visits. All clicks include interactions that do not open the website. Spend fell 4.3%, from AUD $1,090.12 in August to AUD $1,043.47.
Impressions
143,414
Down 12.1% from August.
All Clicks
3,060
All ad clicks · Down 7.7% from August.
Spend
$1,043.47
AUD · Shared account.
Cost Per Click · All
$0.34
AUD · August: $0.33.
Link Clicks
2,353
Clicks on links within the ads.
Landing-Page Visits
1,869
Visits where the destination page loaded.
Cost Per Link Click
$0.44
AUD · Shared account.
Cost Per Landing-Page Visit
$0.56
AUD · Shared account.
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| Campaign | Impressions | All Clicks | Spend (AUD) | Cost / All Click (AUD) | Cost / Landing-Page Visit (AUD) |
|---|---|---|---|---|---|
| Website Traffic | 103,570 | 2,334 | $744.57 | $0.32 | $0.47 |
| EOY Rebate Campaign | 39,844 | 726 | $298.90 | $0.41 | $1.02 |
| Total | 143,414 | 3,060 | $1,043.47 | $0.34 | $0.56 |
Campaign discussion
The traffic campaign brought visitors to the website at less than half the cost.
Landing-page visits cost $0.47 through the website traffic campaign, compared with $1.02 through the rebate campaign. Test clearer rebate messaging and a closer match between the ad and offer page before increasing its budget. Judge the test on landing-page visits and relevant engagement, alongside click cost.
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Website Traffic
3.54K visitors to the Glo Dental website.
These results cover one Glo Dental website. Paid advertising remains the largest source of visits, with organic search, referrals and direct visits providing additional routes to the clinic.
Website source mix · approximate shares
Paid advertising≈1,880
Organic search577
Links from other websites483
Direct / unknown referrer503
Other / unidentified sources96
Traffic discussion
Protect the path from visit to appointment.
Paid advertising supplies over half of website visits. Keep offer details, clinic location and booking options easy to find, while maintaining useful service pages for visitors arriving through search and referrals.
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Landing Pages
Beeliar’s campaign landing pages.
The New Patient, Veneers and Invisalign offer pages remain the campaign destinations.
Primary pages
Explore the treatment offers.
12
Wins
September’s positive signals.
Phone demand remained steady.
104 inbound calls matched August, with 97 arriving through the Google Business Profile tracking number.
The main Meta campaign delivered lower-cost website visits.
Landing-page visits cost $0.47 through the website traffic campaign, compared with $1.02 through the rebate campaign.
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Action Plan
Priorities for the month ahead.
1
Close missed calls and pending enquiries.
Owner: Reception team
Check missed calls and unanswered enquiries daily. Complete callbacks promptly and set a next-contact date for every open request.
2
Align patient labels and appointment outcomes.
Owner: Reception team
Check patient labels and pipeline stages daily. Correct mismatches and update booking, attendance and follow-up outcomes after every patient contact.
3
Improve Beeliar search relevance.
Owner: Shoutout Digital — Google Ads team
Review search terms and location targeting. Match opportunity records to call and booking outcomes so repeat interactions do not distort performance decisions.
4
Improve the rebate campaign’s traffic efficiency.
Owner: Shoutout Digital — Meta Ads team
Test clearer rebate messaging and audience targeting. Compare cost per landing-page visit and relevant on-site engagement before shifting budget from the website traffic campaign.