OCD Institute of Texas: 5,724 people who needed help — captured, routed, and never lost
How a specialty treatment center consolidated every inbound channel into one intake system.
The business
The OCD Institute of Texas (ocditexas.org), led by Dr. Elizabeth McIngvale in Houston, is a specialty treatment center for OCD and anxiety disorders.
Its audience isn't a single customer type — it's patients, parents, referring providers, schools, conference contacts, podcast listeners, and newsletter subscribers, all arriving through different doors and all needing different handling.
The problem
When someone reaches out about OCD treatment, they're often at the end of a long, difficult search. A missed message isn't a lost sale — it's a person who gives up.
But inquiries were arriving from everywhere at once: the website contact form, a chat widget, self-assessment quizzes, landing pages, podcast pages, speaking requests, and the phone. Without a single system, there was no reliable way to know who had reached out, whether anyone had responded, or where each inquiry stood in the intake process.
What we built
We consolidated every inbound channel into Wingman and have run it continuously since July 2023.
One database for every audience
Patients, parents, providers, schools, podcast subscribers, newsletter readers, conference contacts, and former patients are all captured and tagged by type — so outreach can be segmented instead of blasted.
Multi-channel intake capture
Website contact form, live chat widget, OCD and anxiety self-assessment quizzes, free video assessment request, landing pages, newsletter, podcast resource downloads, speaking requests, and an adolescent camp form all feed the same system.
Instant response automation
New website chats get an automatic reply so nobody sits in silence, and the team gets internal notifications the moment a new outpatient lead or form submission comes in.
Structured intake pipeline
Every inquiry moves through defined stages — Prospect, Lead, Qualified Lead, Scheduled Video Assessment, Pending Payment, Outpatient Waitlist — so the clinical intake team can see exactly where each person stands.
Call tracking and caller identification
The main line is tracked, unknown numbers are resolved automatically, and spam is flagged so staff time goes to real people.
Audience nurture
Automated newsletter and podcast subscriber handling keeps the education pipeline running without manual list management.
Spam protection
Facebook and inbound channels are filtered, keeping the intake queue clean.
In total: every inbound channel for a multi-audience clinical practice flows into one system, with tagging, pipelines, notifications, and nurture running continuously.
The results
| Metric | Result |
|---|---|
| Contacts captured and owned | 5,724 |
| Phone conversations tracked | 4,619 |
| Inquiries entered into the intake pipeline | 599 |
| Newsletter subscribers tagged | 474 |
| Provider and referral contacts tagged | 143+and growing |
| School outreach contacts | 147 |
| Podcast audience captured | 91 |
| Chat widget conversations captured | 930 |
| Self-assessment quiz completions captured | 854 |
| Website form submissions captured | 327 |
| Months running continuously | 37Jul 2023 → Aug 2026 |
| Average new contacts per month | ~180 |
The number to sit with is 930 chat conversations and 854 quiz completions. Those are people who were not ready to pick up the phone — the exact people a traditional 'call us' website loses entirely. Every one of them is now a named record the intake team can follow up with.
And 4,619 tracked phone conversations means the main line is no longer a black hole. Calls are logged, callers are identified, and the history lives on the contact record instead of in someone's memory.
The takeaway
For a specialty clinical practice, the win isn't marketing volume — it's making sure that a person in crisis who reaches out at 11pm through a chat box ends up on a real list, with a real response, in a real intake process.
The OCD Institute of Texas now has 5,724 of those people in one system, every inbound channel feeding it, and an intake pipeline that shows exactly where each person stands.
Stop leaking the customers you already earn
See Wingman run your follow-up, booking and reviews live — in 30 minutes, on your business.