Overview

Automating Mental Health Lead Workflows with Keragon

SOL Mental Health, a growing outpatient mental health provider serving approximately 16,000 active patients, needed a secure and scalable way to manage lead and marketing attribution data across platforms. With thousands of leads coming in every month, relying on manual updates would have created significant operational strain and compliance concerns.

To solve this, SOL partnered with Keragon to build HIPAA-compliant workflows connecting WhatConverts and Salesforce, creating a faster, more reliable lead management process for both staff and patients.

• Industry: Healthcare
• Specialty: Outpatient Mental Health Services
• Size: ~300 employees, ~16,000 active patients
• Pain points: Manual lead management, PHI transfer risk, repetitive admin work, delayed lead response times
• Vendors integrated: WhatConverts, Salesforce

The Challenge

Managing Thousands of Leads Without Automation

Before Keragon, SOL Mental Health did not have a workflow in place to automatically transfer lead and appointment information between WhatConverts and Salesforce. With thousands of monthly leads, manual updates would have required significant staff time and increased the risk of errors when handling sensitive patient information.

The team needed a HIPAA-compliant automation solution that could securely manage lead data while improving operational efficiency.

Key Challenges:

• Manual and repetitive lead management tasks
• Risk of PHI exposure during data transfers
• Delays in processing and responding to patient leads

The Solution

Automating Marketing Attribution and Lead Syncing

Using Keragon, SOL Mental Health built automated workflows connecting WhatConverts and Salesforce. More specifically, when a lead is created in WhatConverts, Keragon automatically creates and tags the lead in Salesforce with the appropriate marketing attribution data.

The workflow also operates in reverse. Once a lead is marked as "Converted" in Salesforce, Keragon sends that update back to WhatConverts automatically.

Keragon's support team played a key role in helping SOL design workflows that matched their operational needs while keeping the setup process clear and collaborative.

Key Automations:

• Automatic lead creation in Salesforce from WhatConverts
• Marketing attribution tagging for incoming leads
• Automatic conversion updates sent back to WhatConverts

Results

Significant Time Savings and Faster Lead Response

By automating lead workflows, SOL Mental Health estimates they save approximately 120 hours per month, nearly the equivalent of one full-time employee.

The automation also led to much faster patient response times. Since leads are now automatically created in Salesforce, the conversion team can begin outreach immediately instead of waiting for manual entry.

Key Outcomes:

• Time Saved: Approximately 120 hours per month
• Lead Response Time: Patients contacted in nearly half the time
• Operational Efficiency: Reduced manual admin workload for staff

Testimonial

A Collaborative Approach to Workflow Automation

"Their ability to understand the problem and repeat it back to us in Keragon workflow terms that we could understand and sign off on was incredibly valuable."

Ryan Brown
Associate, Strategy & Growth, SOL Mental Health

Conclusion

Looking to Automate High-Volume Lead Management Securely?

For healthcare organizations managing large volumes of patient leads and sensitive data, Keragon provides a secure and scalable automation solution. By connecting platforms like WhatConverts and Salesforce, teams like SOL Mental Health can reduce manual work, improve response times, and focus more on patient care instead of repetitive admin tasks.