Call Tracking

Call Tracking

Phone Call Management Process

MyMedLeads Phone Call Management solution is designed to help capture lead information from incoming calls and track your marketing where the numbers are placed.  This section will describe the high level steps and goals of the Phone Call Management solution.

MyMedLeads Phone Call Management solution gives you the ability to create local or toll free phone numbers that you can then place on your advertising, MyMedLeads solution will then track incoming calls then forward them to the number of your choice, create a lead in MyMedLeads off the Caller ID and record the call, placing the recording in the Activity History of the lead.  Further, MyMedLeads provides a "Default" greeting for incoming calls or the ability for you to create custom greetings. "Whispers" are also offered so that your staff knows what lead source the caller is calling from when the call comes in.

MyMedLeads Settings Definitions 

  • Default" Greeting - says "This call will be recorded for quality assurance." to the caller then connects to the office. It is best practices to notify callers they are being recorded to stay inline with H.I.P.P.A. regulations.
  • Custom" Greeting - MyMedLeads allows you to create a greeting with your voice and your message.
  • Whispers - When a call comes in the system announces the lead source the call is coming in from to your staff, only.


How To Set Up Call Tracking Numbers

In order to set up phone numbers that will track your leads, you must first make sure that the lead source exists. Go to Edit Lead Source on the Preferences page to add a lead source. If you plan to run multiple numbers for the same marketing effort, such as three numbers for three radio spots, create lead sources that are descriptive so that later you can track the effectiveness of each ad. You can skip step 1 if you know the lead source(s) have already been entered into your MyMedLeads account.

  1. Go to Preferences and click on Edit Lead Sources. If the lead source is not listed, create one and select a Category.
  2. Once you save the lead source, go to Preferences then Phone Number Management to create a phone number.
A. Click on the Add Phone Number button at the top.
B. Select the number type (toll free vs local) and select your state. Selecting the state will pre-populate the area codes available for the state. Click Refresh Numbers link to populate the drop down menu with available numbers (Toll free #'s - additional fees may apply).
C. Select the number you want and type in your office number or number where you want the phone call to forward to.
D. Select the Lead Source from the drop down menu. Referral Name is selected for PPC campaigns or known Referrers.
E. Make sure Recording feature is turned on if you want the incoming calls being recorded (Greetings or Whispers)
F. Click Create and the new number will appear in the list below. This new number is now live and will ring at your office and generate a lead in MyMedLeads software.
G. Test! - Place a call to the created number to confirm the call is forwarding properly and creating a lead in your MyMedLeads account before adding it to any advertising.
H. Place the number on your desired advertising. 

MyMedLeads Tips for Call Tracking Numbers/Management.

  • When testing, our system has duplicate logic so when calling from the same number; you must go into your MML account and delete your test call as "Duplicate or Test" then test another number. If you don’t do this, all of your test will merge into the same lead.
  • After a number(s) are created you must replace/add the number(s) to the advertising to begin the tracking process in MML.
  • If you have old numbers not in use, delete them and create new ones for new campaigns. DO NOT REUSE NUMBERS for advertising.
  • If you need to make a change to a lead source name for a misspelling or to adjust the original assigned name go to the Edit Lead Source option on the Preferences page
  • After a lead is created in MyMedLeads, it is considered "New" in MyMedLeads and must be "managed" out of the layer of the funnel. 
  • Managing them out of the "New" layer in MyMedLeads includes selecting Call Now, sending an email or adding a note. You can update any information gathered on the call such as email address. You can also manages calls deemed as Not Qualified by sending them to the Not Qualified list.
  • On the View All Lead Page, if you see a lead with a number in parenthesis, i.e. (3), this is to notify you of the number of duplicate calls. This means there are 3 calls/recordings in the activity History of this lead.
  • Once the original assigned lead source to a number is place on advertising an active, editing to a new lead source/new marketing effort campaign is not recommended.
  • All lead source name changes is done by going to the Edit Lead Source option on the Preferences page.

Updating Settings of an Existing Phone Number

To update an existing number you will need to navigate to the Phone Number Management option on the Preferences Page of your account.
  • Locating the phone number within the list of phone numbers.
  • Pressing the Edit icon will populate the above form with the phone number details.  A Cancel and Update button will appear.
  • Update any of the option as you see fit.
  • Press update and the updates are made immediately.

Fields that can be updated:

  • The phone number to forward all calls to. (Forward to: field)
  • The lead source - Once the original assigned lead source is place on advertising and active, editing to a new lead source/new marketing effort campaign is not recommended.
  • The On/Off option for Call Whispers, Call Recordings and Greetings.

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