Paid search
Google Ads bidding that learns from your call scores.
Admissions and marketing readiness
Your AI is only as good as what you feed it.
AI admissions tools, Google’s smart bidding and AI search all learn from information your team already has, scattered across your phones, call tracking, CRM and EHR. We gather it, clean it and connect it, so every new system you add starts from the right facts and gets better every month.
Why it matters now
- AI learns what you teach it. An AI admissions agent answers from your program facts. Smart bidding optimizes toward whatever you count as a conversion. Give either one gaps or stale facts and it repeats the mistake at scale.
- One fact, one home. When your call tracking, CRM and EHR disagree on where an admission came from, no system can learn from it. Each piece of information gets one system of record, and the rest read from it.
- Measured the same way everywhere. One written definition of a lead, a qualified lead and an admission, so your team, your tools and your agency judge results the same way.
- Privacy built in. Ad platforms get the click, the conversion and the time, never caller details.
- Not set and forget. Programs, payers, staff and hours change, and so do Google’s rules and the AI tools you run. Every asset that carries your facts needs an owner, a review date and a refresh, or it quietly drifts out of date.
- Ready for marketing, too. The same work gives your marketing what it needs: Google Ads bids toward admissions, your website answers the questions callers actually ask, and every result is tied to its source.
How readiness runs
- Audit, about two weeks. We inventory your systems, check your records, set the baseline and hand you a ranked fix list.
- Build. Definitions, field cleanup, the program-facts pack, the scoring guide and conversion setup.
- Connect. Each piece of information gets one home. Your AI tools, Google Ads, website and listings read from it.
- Measure and keep it current. A weekly scoreboard, a monthly review and a scheduled refresh of every asset on the inventory. The facts are updated the same day a program, payer or your hours change.
One foundation feeds every system you run.
AI admissions tools, Google Ads, your website and AI search all learn from the same information. When it’s complete and consistent, each one gets better every month. When it isn’t, each one learns the wrong thing faster.
Gather.
Program facts, definitions, sources and admission counts, from every system you run.
Clean and connect.
One system of record for each piece of information. The rest read from it.
Feed every tool.
AI admissions agents, Google Ads, your website and listings, and the Client Intellect Hub.
Measure and tune.
One scoreboard. Every red number gets one owner and one date.
Then it starts again: each month’s calls, lost reasons and admissions update the facts every system runs on.
What the machines learn
- AI admissions agents, Google Ads bidding and AI answers learn from the facts and outcomes you feed them.
What the people see
- Your admissions team and leadership see one set of numbers, defined the same way in every tool.
What we gather and set up
- An inventory of every admissions and marketing system you run: phones, call tracking, CRM, EHR, insurance verification, web chat, ads and analytics
- A check of your last 90 days of inquiry records for missing source, level of care, payer and disposition
- Written definitions of a lead, a qualified lead and an admission, the same in every tool
- One program-facts pack: levels of care, insurance accepted, exclusions, locations, hours and transfer rules
- A call-scoring guide your admissions team uses every day
- An inventory of every digital asset that carries your facts: website pages, Google Business Profiles, directory listings, ads, AI agent knowledge and the call-scoring guide, each with an owner and a review date
- A day-one baseline and an eight-number scoreboard
Compliance built into the back end.
Treatment marketing touches patients and families at a hard moment. These safeguards are part of how our systems are built, not a checklist we run at the end.
Forms stay private.
Our tracking records which form was sent and from which page. Never what anyone typed into it.
Calls become scores, not records.
Google Ads receives the click, the conversion and the time. Never a caller’s name, number or details, and no ad audiences are built from callers.
Tags only where they belong.
On sites we build, analytics and call tracking run on the live site only, never on test copies or for your logged-in staff. Session recording stays off unless you approve it in writing.
Paperwork before patient data.
TDI staff listen to call recordings only with your signed BAA or Part 2 agreement (QSOA) on file, and only if authorized.
Vortex takes the identifiers out.
Before AI reads a call transcript, Google Cloud’s Sensitive Data Protection removes names, numbers, addresses and dates; if it can’t, the call is skipped. Patient data never goes into general-purpose AI tools.
Advertising inside the rules.
LegitScript and Google certification before any addiction treatment ad runs, and no ad targeting built on health conditions.
Questions we hear
We already bought an AI admissions tool. Is it too late?
It’s a good time to start. AI tools learn from whatever they’re given from day one, so readiness work can run alongside your go-live.
Do you replace our CRM or phone system?
We work with the systems you already run, and make sure they agree with each other.
Do we need to be a TDI marketing client?
Readiness stands on its own. When it’s done, you also have what an effective marketing program needs, whoever runs it.
Is readiness a one-time project?
The audit and the build are a project. Keeping it working isn’t: programs, payers and platforms keep changing, so every asset on the inventory gets an owner, a review date and a scheduled refresh.
Who on our team is involved?
Your admissions director approves the definitions and the program facts, and your admissions team scores calls daily. We do the gathering, checking and setup.
Related
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How we work
The Client Intellect Hub and the loop behind every account.