One dashboard, live
Calls, qualified calls, form submissions, spend, and cost per opportunity by channel. Updated continuously rather than assembled the night before a monthly call.
The short answer
Healthcare marketing reporting ties spend to admissions rather than to traffic. It has three parts: call tracking that identifies the source of every inbound call, a CRM that records what happened after the call, and web analytics configured so it never receives protected health information. Google will not sign a business associate agreement covering Analytics or Google Ads, so patient identifiers have to be stripped before data reaches either. The numbers worth reporting are calls, qualified calls, admissions, and cost per admission by channel.
share of new clients arriving with no call attribution in place — verify
New clients with no working attribution on day one
median cost per qualified call across client base — pull from platform
Cost per qualified call
What it includes
Healthcare Marketing Reporting: what it covers
Closed loop from click to admission
Call tracking hands the source to the CRM. The CRM hands back the outcome. Once that loop is closed you can price a channel against an admission instead of against a cost per click.
PHI-safe analytics configuration
No patient identifiers, appointment details, or condition-specific URL parameters flowing into Google Analytics or ad platforms. This is where most healthcare sites are quietly out of compliance, usually because of a pixel someone installed years ago.
Channel-level economics
Paid search, organic, local, referral, and directory listings priced separately. Blended cost per lead hides the channel that is losing money.
A monthly review that has a decision in it
Thirty minutes, three numbers, and what we are changing next month. If a channel is not working we say so on the call rather than in a footnote.
Data you own
Analytics properties, ad accounts, tracking platform, and CRM stay in your name. If you fire us you keep the history. Agencies that hold your accounts hostage are betting you will not read the fine print.
Why healthcare reporting is not standard reporting
Most agency dashboards were built for e-commerce, where the conversion happens on the page and the value is a dollar amount the platform can see. In behavioral health the conversion is a phone call, the decision takes days, the payer determines whether the lead was worth anything, and none of that is visible to the ad platform.
So the platform optimizes toward the wrong thing. Google Ads will happily buy you a hundred cheap calls from people you cannot admit. Without a qualification signal fed back into the account, the algorithm has no way to learn the difference. The account gets worse while the reported cost per conversion improves.
The privacy constraint that shapes the whole build
The Office for Civil Rights has been explicit that tracking technologies on a covered entity's website can create HIPAA exposure when they transmit identifiable information tied to health status. A federal court vacated part of that guidance in 2024, but the underlying rule did not move: if a pixel sends data that identifies a person and their condition to a vendor with no business associate agreement, you have a problem.
Google does not sign business associate agreements for Analytics or Google Ads. That single fact dictates the architecture. Identifiers get stripped before they leave the site, condition-specific paths get generalized, and any data that has to stay identifiable lives in the CRM or the call platform, both of which do sign agreements.
We still measure everything that matters. We measure it in the systems that are allowed to hold it.
What we report and what we refuse to report
Reported: calls, qualified calls, cost per qualified call, admissions where the CRM gives them to us, and cost per admission by channel. Those five numbers are enough to run a marketing budget.
Not reported as headline metrics: impressions, average position, domain authority, and social reach. They are diagnostic at best. When an agency leads a report with them, it is usually because the numbers underneath are not moving.
If a channel is underperforming, it shows up on the dashboard the week it happens rather than in a quarterly review. typical time from engagement start to closed-loop reporting live — confirm with Tim
Free audit
Want this looked at on your site?
We audit your rankings, ads, and call tracking, then show you where admissions are leaking. Yours to keep either way.
Prefer the phone? (561) 269-2833
Who we help
Programs we run this for
Drug and alcohol rehab
Fourteen years in behavioral health, all of it spent getting rehab centers on the phone with people who need a bed. We know your competitors, we know which searches produce a call, and we know which ones only produce a report.
Behavioral health centers
That is the structure we find in almost every behavioral health center we audit. Six different searchers, one page they all compete on, and a phone that stays quiet.
Mental health centers
We market outpatient mental health, PHP, and IOP programs. Different searcher than rehab, different ad rules, same job: make the phone ring and know which dollar made it ring.
Psychiatry practices
We market psychiatry practices, telepsych groups, and med management clinics. The job is filling a named prescriber's calendar with the payer mix you want, and proving which channel did it.
Eating disorder treatment
It is a mother at midnight who has finally admitted what she is looking at. Your site has to be findable and honest about levels of care and cost, because she reads several centers' sites before she calls one.
Further reading
Written on this in more depth
No gate and no form. These go further than a services page reasonably can.
The digital marketing KPIs that actually matter
The digital marketing KPIs that predict admissions, the vanity metrics agencies report instead, and how to build the chain from impression to admitted patient.
ROI-focused digital marketing for healthcare
In healthcare, ROI focused digital marketing is measured in cost per admission. Getting to that number takes three connections most ad accounts never make.
FAQ
Questions we get asked
Can we send conversion data back to Google without violating HIPAA?
You can send the fact that a conversion happened and its value. You cannot send anything that identifies the person or their condition. That means hashed offline conversion imports stripped of clinical detail, which is enough for the ad algorithm to learn from without putting protected health information into a system that has no business associate agreement.
Why does your reported lead count look lower than our last agency's?
Because we deduplicate and we qualify. Repeat callers, current patients, vendors, and wrong numbers get filtered out. The number goes down and it becomes true. typical drop between a prior agency's reported lead count and the qualified count — verify with Tim
Do you need access to our CRM?
For full closed-loop reporting, yes. Without an outcome coming back from the CRM we can report calls and qualified calls but not admissions or cost per admission. Plenty of clients start with call-level reporting and add the CRM connection later.
How often do we get a report?
The dashboard is live, so you can look at any time. We review it together monthly and that review ends with a decision about where next month's budget goes. Weekly if you are spending $50,000 a month or more on ads.
What if the reporting shows your own work is not producing?
Then you see it on the same dashboard we see, in the same week. We would rather lose a channel than defend one. That is why we build the tracking before we build the campaigns.
Free audit
Find out where your calls are leaking.
We take apart your rankings, your ads, and your call tracking, then show you where the calls are going instead of to you. The audit is yours to keep whether we work together or not.
Prefer the phone? (561) 269-2833