This feature is in beta đ§Ș
Prospects is in beta. To turn it on for your practice, contact Hint Support.
Prospects let you keep track of people who are interested in your practice but haven't become patients yet. These might be someone who called about membership, a referral, a lead from an event, or someone who started your online signup and didn't finish. You can keep their details and notes in one place. When they're ready to join, you can turn them into a patient in a few clicks.
Prospects are kept separate from your patients.
Find your prospects
Go to Patients and click the Prospects tab. The list shows each prospect's name, status, date added, email, phone, preferred clinician, preferred plan, and location. The location column only appears if your practice tracks patients by location.
To narrow the list:
Search by name, email, phone, or Prospect ID.
Filter by status, location, preferred clinician, or preferred plan.
You can use search and filters together.
Search across patients and prospects
Global search shows prospects in their own Prospects tab. They also appear under All, with their status shown next to them. Prospects that have been converted or deleted don't appear.
Cross-suggestions: if a search on the Patients tab finds no patients but finds matching prospects, Hint lists up to three of them, with a link to see all matches. The Prospects tab works the same way in reverse, suggesting matching patients.
Add a prospect
On the Prospects tab, click Add Prospect.
Enter the prospect's name and an email address or a phone number. You need at least one of the two.
Optionally add a date of birth, address, location, preferred clinician, and preferred plan.
The status starts as New. You can change it now or later.
Click Create.
You'll land on the new prospect's page.
The location, preferred clinician, and preferred plan fields only appear if your practice has locations, clinicians, and plans set up. Location also requires that you track patients by location.
View and edit a prospect
Click any prospect in the list to open their page. The Prospect Info card shows:
Name, status, and age (if a date of birth is entered)
Phone and email. Click the copy button to copy the email.
Date of birth, address, location, preferred clinician, and preferred plan
Source: how the prospect was added, for example Abandoned Signup or List Upload
Lead Source: how the person heard about your practice, for example Google or a referral, when it's known
Date created
To make changes, click Edit on the Prospect Info card, update the fields, and click Update. Fields you don't touch keep their values.
Users with read-only access can view prospects but can't add, edit, or delete them.
Add notes to a prospect
The Notes card works the same way as the Notes card on a patient chart. You can:
Add a note. It shows who wrote it and when.
Edit or delete your notes.
Flag a note, and filter by All Notes, Flagged, or Unflagged.
When a prospect becomes a patient, their notes move to the patient's chart.
Prospects from abandoned signups
If someone starts one of your online signup or checkout pages and doesn't finish, Hint adds them as a prospect 12 hours later. Their Source shows Abandoned Signup.
Hint fills in as much as the person entered, including:
Name, email, and phone
Date of birth
Zip code, saved as their address
How they heard about you, saved as Lead Source
If the signup page offers only one plan, location, or clinician, Hint saves it as the prospect's preferred plan, location, or clinician. If the page offers more than one, those fields stay blank, since Hint can't tell which one the person had in mind.
If they come back and finish signing up, Hint closes the prospect and links it to the new patient. This happens whether they return in the same browser or start over from a different device. It also applies when your team completes the signup manually or by upload. The prospect then leaves your Prospects list and search results.
If the person was already a patient, no prospect is created.
Import prospects from a CSV
On the Prospects tab, click Upload from CSV. The Data Uploader opens with Prospects selected.
Download the template. It includes columns for name, email, phone, status, date of birth, address, clinician, location, and plan.
Fill in the template and upload it.
Review the results. Hint shows how many rows were added and lists any rows it skipped, with the reason for each.
Hint skips a row if:
It has no email and no phone.
The email matches an existing patient.
The email or phone matches an existing prospect.
A value can't be used, for example an invalid email, a date of birth in the future, or a clinician, location, or plan name that doesn't match your practice.
Skipped rows aren't partly imported. If you upload the same file twice, nothing is duplicated. Imported prospects show List Upload as their Source.
Export prospects to a CSV
On the Prospects tab, apply any search or filters you want.
Click Export to CSV.
Choose your columns and export.
The export includes exactly the prospects you see in the list. By default it includes name, status, date created, email, phone, preferred clinician, preferred plan, location, and lead source. You can also add Prospect ID, date of birth, address, and Source.
Converted and deleted prospects aren't included
.
Convert a prospect into a patient
Open the prospect and click Convert to Patient.
The Add Patient form opens, filled in with the prospect's details. Review it and add anything else you need.
Click Convert.
You'll land on the new patient's profile. The prospect's notes move with them.
Good to know
If the prospect has an email address, it's locked on this form. This keeps their email preferences, including any unsubscribe, attached to the new patient.
If a patient in your practice already uses that email, Hint warns you and links to the matching patients. You can open one of them instead, or continue and create the new patient.
A converted prospect leaves your Prospects list and search. If you open their page directly, a banner says they were converted and links to the patient.
Merge a prospect with an existing patient
If a prospect is already one of your patients, merge the two records instead of creating a duplicate.
Open the prospect and click Merge with Existing Patient.
Choose the patient.
Review the comparison. For each field that differs (first name, last name, email, date of birth, clinician, location, and address), choose which record's value to keep. Each row starts on the patient's value, so if you click straight through, Hint only fills in fields the patient has left blank.
Click Merge and confirm.
The prospect's notes and phone numbers move to the patient. Preferred plan isn't merged. The prospect closes and its page links to the patient. A prospect can only be merged once.
Delete a prospect
Click Edit on the prospect info card and click Delete.
Confirm.
The prospect is removed from your list and from search. You can add a new prospect with the same email later. You can't delete a prospect who has already been converted.
Prospects in the Hint API
If you or a partner use the Hint API, you can create, read, update, and delete prospects, including their date of birth, address, location, preferred clinician, and preferred plan. Partners subscribed to prospect webhooks get an event when a prospect is deleted. For details, see the API reference.
Limitations
You can't merge two prospects together.
When a prospect comes from an abandoned signup, preferred plan, location, and clinician are only filled in if the signup page offered a single option.
Prospects that were created from abandoned signups before this release won't have the extra details, like date of birth and lead source.
FAQ
Do prospects count toward my patient numbers?
No. Prospects aren't patients until you convert them, and they don't appear in your patient list or patient counts.
Will prospects get emails from Hint or have member portal access?
Not at this moment, these will be coming in the future.
What's the difference between Source and Lead Source?
Source is how the prospect got into Hint, for example Abandoned Signup or List Upload. Lead Source is how the person heard about your practice, for example Google or a referral.
Someone finished signing up but is still in my Prospects list. Why?
Hint matches the person by the email they used. If they signed up with a different email than the one on the prospect, the prospect stays open. Use Merge with Existing Patient to close it out.