Forms, FAQs and Phone Calls: How TMS Clinics Get Smarter About What Patients Actually Want


By Rhys Mcculloch April 28, 2026

Every form submission, every phone call into your front desk, every "anything else you'd like us to know" field - that's patient research most marketing teams would pay thousands for.


It's already happening at your clinic, every day, for free.


Almost nobody reads it.


This is the gap between a TMS clinic that gets sharper every quarter and one that stays exactly where it was on launch day. The clinics pulling ahead aren't the ones with the cleverest websites. They're the ones paying attention to what patients are actually asking.


What forms tell you


Most clinic websites have a contact form with a free-text field - "tell us briefly what you're looking for."


That field is the most valuable single piece of marketing data your clinic produces. Almost no one reads three months of it in one sitting.


Here's what happens when you do.

Most TMS clinics, when we audit their enquiry inboxes, find a strikingly small number of questions repeating in different words across the majority of submissions. Insurance is almost always the loudest. Patients type variations of:


"Do you take Aetna?" "Is this covered by Blue Cross?" "What insurance do you accept?" "Will Medicare cover TMS?"


Often, the website those patients submitted from said something like "we work with most major insurers" - without listing any of them.


That's not a sales question. That's a website failure. Patients type the same question because the site didn't answer it. Many more see the same gap and just leave.


The fix is usually fast - a list of accepted carriers, prominently placed, with a short note on what coverage typically looks like and what happens if prior authorisation is denied. Total enquiries don't always change much. But the quality of enquiries does - the front desk stops wasting calls explaining basic coverage and starts having real conversations with patients who've already pre-qualified themselves.


This is the pattern across most TMS clinic enquiry inboxes. Patients ask the same questions, in slightly different words, over and over. The questions cluster around four things: insurance and cost, eligibility, time commitment, and how TMS compares to medication or other treatments.


If your enquiries are full of those questions and your website isn't answering them, the website is the bottleneck.


What phone calls tell you that forms can't


Forms capture patients who got far enough to type. Phone calls capture the ones who didn't.


The first 20 seconds of every call - before the consultation booking, before any sales conversation - is where the patient announces what they actually want to know.


The fix isn't expensive. Ask whoever answers the phones to log the first question asked on every call for two weeks. One column on a spreadsheet, one line per call. Don't track names, don't track outcomes, don't make it complex.


Patterns emerge fast. Form-typers tend to cluster on insurance. Phone-callers tend to cluster on time commitment - "how long is each session," "how soon can I start," "how disruptive will this be to my schedule."

Both are signals. Both are usually unread.


Those clustered questions are exactly what your service page should be answering before the patient picks up the phone.

What Would the Right Website Cost?

Four questions. Real numbers. Download it as a PDF.

Why almost no one does this



The information is fragmented.


Form submissions sit in one inbox. Phone calls sit in someone's head. The questions that come up in consultations live nowhere except as undocumented knowledge in the clinician's memory.


No one owns the synthesis. The marketing person doesn't hear the calls. The front desk doesn't read the forms. The clinical team doesn't see either.


The fix isn't software. It's a thirty-minute monthly review where one person reads last month's enquiries, listens to a sample of calls, and writes down: what is the website still failing to answer?


That's the entire process. No CRM rebuild, no AI tooling, no expensive market research. Just attention, applied consistently.

How to start this week


  • Pull the last 90 days of form submissions. Read them in one sitting. Note any question that appears more than a handful of times.


  • Ask whoever answers the phones to log the first question on every call for two weeks.


  • At the end of two weeks, sit down for thirty minutes. Pick the top few things patients are asking that the website doesn't answer well. Write those answers. Put them on the site.


That's the entire system. Almost nobody does it. The clinics that do pull ahead. And stay ahead.

  • How often should we review patient enquiries?

    Once a month is enough. A thirty-minute session reading the previous month's form submissions and a sample of front-desk call notes will surface the patterns. Quarterly is too infrequent - by the time you spot a recurring question, three months of patients have already left without an answer.

  • What if we don't have many enquiries yet?

    You can still do this. If you're getting a handful of enquiries a month, read all of them. Patterns are harder to spot at low volume, but the questions that do come up are still the ones your website is failing to answer.

  • Do we need a CRM or special software for this?

    No. The system is a spreadsheet and thirty minutes of attention. Software helps when you scale - once you're tracking large volumes of enquiries, a CRM with tagging is useful. Before that, the bottleneck is attention, not tooling.

  • Should the front desk team really be logging every call?

    Just the first question on each call, for two weeks. Not every call forever. After two weeks you have your patterns. Stop logging, fix the website, and revisit in six months.

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