Case study at a glance
| Client | Ultra Cryo & Recovery, a cryotherapy and recovery clinic in Auburndale, Florida, serving the Auburndale, Davenport and Lakeland area |
|---|---|
| Problem | No system to track leads or appointments. Enquiries from Facebook ads and the booking form had no structured follow-up, and staff worked from memory rather than a pipeline. |
| What we built | A GoHighLevel CRM with an opportunity pipeline, AI calling and AI agents for lead response and qualification, n8n automation, location-based routing for the Auburndale, Davenport and Lakeland service areas, and a HIPAA-aware account configuration. |
| Platforms | GoHighLevel, n8n, AI voice and calling agents |
| Reported results (three months after launch) | No-show rate down about 55%. Revenue up about 30%. |
Figures are reported by Autoesta for this client, over the three months after launch. Results vary by business, lead volume, and lead sources.
What problem did Ultra Cryo & Recovery have?
The clinic had no system to track leads or appointments. Enquiries came in through a Facebook ad pipeline and a booking form, but with no structured follow-up, no consistent reminder process, and no record of where a lead actually was in the decision to book.
Ultra Cryo & Recovery runs cryofacial and recovery services (including red light therapy) across three Central Florida service areas. A clinic like this lives on new enquiries and repeat visits, and both were harder to manage without a single system tracking them.
What did we build?
A GoHighLevel CRM as the system of record, AI calling and AI agents to handle lead response and qualification, n8n for automation that needs to reach outside the CRM, and location-based routing so a lead from Auburndale, Davenport or Lakeland reaches the right follow-up sequence.
The account is also configured with HIPAA in mind, since recovery and wellness intake can touch health-adjacent information. See our guide to HIPAA and automation tools for what that configuration actually covers.
What changed?
Reported by Autoesta over the three months after launch: the no-show rate fell by about 55%, and revenue rose by about 30%.
| Measure | Reported change |
|---|---|
| No-show rate | Down about 55% |
| Revenue | Up about 30%, over three months |
Before this build, the clinic had no system tracking leads or appointments at all, so there is no earlier CRM data to compare against beyond what the team reported directly. We are not publishing a raw before-and-after count for either measure because we don't have a verified baseline number from before the system existed, only the clinic's own account of the change.
See the clinic
Want a similar system?
If your business has no structured way to track a lead from first contact to booked appointment, that's usually the first thing to fix, before adding AI agents or automation on top of it.
Our GoHighLevel setup service builds the CRM foundation, and our AI agents handle the conversation once it exists. See our speed up lead response and reduce no-shows guides for the reasoning behind this build.