You've built a practice worth finding.
Sixteen months in, 87 five star reviews, patients driving in from three counties. The next job is making sure the women who haven't met you yet can find you without word of mouth carrying all of it.
Sixteen months in, 87 five star reviews, patients driving in from three counties. The next job is making sure the women who haven't met you yet can find you without word of mouth carrying all of it.
Dr. Scott, David,
Thank you again for the time today and for considering Cyclone.
There are a lot of agencies that can run ads, build campaigns, create content, and send reports. I know that. So for me, the bigger decision is who you trust to become part of your team.
We take that responsibility seriously.
We care deeply about the businesses we work with and the people behind them. We want to understand where you're trying to go, take real ownership of helping you get there, and be a team you genuinely enjoy working alongside. That means being available, being accountable, communicating openly, and caring about the result beyond whether we completed everything on a scope of work.
You also get our whole team. You get people who are really good at what they do, working together under one roof, looking at the same goals and holding each other accountable for the outcome.
That's the kind of agency we've tried to build at Cyclone, and it's the kind of relationship we'd want to build with you.
I'm grateful for the opportunity to put this together and would be excited to work with both of you.
All of this came out of our conversations today.
You said you're wearing too many hats and you want to hand one off as fast as you can. This is the section about that, so it gets the most room.
Gynecology is what’s driving the business today. The first job is to make more of that, not to pivot the practice toward aesthetics. These two get our attention before anything else.
01 · Paid campaigns that actually move revenue.
Tight, targeted, well built paid media aimed at new patients and revenue, not reach. That means the gyn side first, because that is where the demand and the margin already are. Aesthetics gets an entry point of its own, but it stays what it is inside your practice: the upsell to a patient who already trusts you. We would rather fill the funnel that is working than build a second one from zero.
02 · A position you can own: menopause.
Right now Femme reads as OB, gyn, cosmetics, med spa and wellness at the same time. A practice that is everything to everyone is nothing to anyone in particular, and it is why the market keeps filing you under the wrong heading.
Menopause is the position you are already built for. You are certified in menopause care and in obesity medicine, and you built this practice because women get dropped by the doctor who delivered their babies the moment they hit menopause. That is a real story, and it is the kind of thing a competitor cannot copy.
We should be straight with you about the competitive picture, because we went looking. Belle Sante across the street is an endocrinologist backed med spa, and Aspire down the road is plastic surgery. Three Rivers is dermatology. None of them is positioned on menopause today. But Lilivy Aesthetics and Wellness here in Fort Wayne is, and their physician is also a board certified OBGYN with a menopause certification. They have a dedicated perimenopause and menopause practice line already built out.
That does not change the recommendation, it sharpens it. The position is right and it is winnable, and you are built differently than a pure aesthetics practice: you do surgery, you take insurance on the gynecology side, and you have the only QuantumRF in the region. It does mean the window is open rather than empty, and that speed matters more than it would if the field were clear.
One note on how we would use the doctor inside that position. Being a board certified OBGYN is the strongest thing Femme has in women's health and it carries real weight on menopause and hormones. It does less work on skincare, where a dermatology backed practice holds the more relevant credential. So we lead with the doctor where the doctor wins.
We only work one way, which is as your outsourced marketing department rather than a campaign vendor. Everything runs together, not as separate projects.
01 · Paid media, run as part of the department.
We do not run one off campaigns. Paid sits inside the whole system: the positioning drives the message, the message drives the creative, and the pages, tracking and follow up are built to catch what it brings in. Meta's targeting now finds people with active intent rather than us guessing at an age range, and Google covers the demand already searching in Fort Wayne. Where the budget goes month to month is a decision we make against your numbers, not a plan we lock in now.
02 · Landing pages and your website.
Campaigns that need a dedicated page get one, built as part of the retainer. You mentioned paying around a thousand dollars for pages you ended up never using. We build what the strategy calls for and we don't invoice you per page. Your site is WordPress and it's well built, so we take over managing it rather than rebuilding it. That includes the before and after gallery you told us you can't use because of how it formats.
03 · Content produced on site.
We shoot at your office on your lightest day and work around your schedule. How often depends on what the campaigns need, and we drive that call as part of the strategy rather than committing to a fixed cadence up front. Your five Living Local segments also get cut down and put to work instead of dying on the station's website two weeks after they air. The WANE crew already told you that footage wasn't being used to your benefit.
04 · Your thousand patients, put to work.
You told us you have a patient email list and roughly a thousand patients in the database. Email and SMS to people who already trust you is usually the cheapest growth available to a practice your size, and it is worth finding out how hard that list is currently working. Laser season is starting now, so that's the obvious first send.
Phase one · Onboarding. Contract, then access. The only genuinely tedious part, and how fast it moves is mostly down to how quickly we can get logins and numbers in hand.
Phase two · Build. Our project management team works in sprints, so there is a real build window before anything goes live. That window is what keeps campaigns from launching half finished.
Phase three · Launch. Campaigns go live and we start learning. We test hooks, headlines and offers against the same core creative so we learn fast without reshooting every time.
Phase four · Optimize and scale. Once there is enough clean data to trust, we grade the work together and put the budget where it is earning.
You've got a commercial shot for October 9 that hasn't been able to run, and you told us the win for that night is 65 people in the room. That's a live piece of creative and a real date. To actually fill a room you want the campaign running roughly three weeks out, and it needs a page to send people to, so that goes with it. It's the first thing we'd want to talk through together.
This only works if it goes both ways. We need the numbers, a day on the calendar when we shoot, one of you as the approver so nothing sits waiting, and a straight answer when you are at capacity. That is the investment on your side. Everything else is ours.
These are the specialists, not the pitch team. You wouldn't put a general practitioner on heart surgery, and we don't put one marketer on paid, creative and organic at the same time.
The account manager seat on your team. Runs the calls, the reviews, and everything in between. Manages our largest and most complex accounts. Runs a tight ship. Nothing gets missed.
Runs all creative production and organic strategy at Cyclone. Leads our in house team of videographers, photographers and designers. Every shoot at your office, and everything that comes out of it, flows through him.
Runs paid media strategy across every account we manage. In your account daily at the strategy layer. Direct line to our Meta and Google reps. Makes the real time budget and scale calls when a campaign needs to move fast.
The main engine of your Meta and social paid strategy. Where the daily campaign work actually gets built and shipped. Lives in the ad platforms every day. Sharp instincts for what is about to break and what is about to work.
Owns organic social strategy and creator sourcing. She is the one turning your Living Local segments into content that keeps working long after the segment airs.
Builds, writes, designs and ships the email and SMS. Your patient list is usually the cheapest growth available to a practice your size, and he is the one who makes it work harder.
One of Cyclone's senior leaders. Ryan makes sure the operation behind your account runs the way it should: onboarding, team coordination, reporting, process, execution across departments. You will see a lot of him early.
Keeps timelines tight and dependencies straight across paid, creative and content. Nothing gets dropped between functions on her watch. The person following up when something needs to move faster.
Fort Wayne, on Main Street, next door to Coney Island.
Named the fastest growing company in Fort Wayne.
The biggest social media agency in the state.
Paid, creative, organic, lifecycle and account management under one roof.
Before we spend a dollar we want to understand how the practice actually makes money. Every decision gets backed by patient economics, provider capacity and real data rather than gut feeling.
None of these numbers are Femme's. We made them up to show how we would think about your business once we have the real ones. This is the framework, not a forecast.
| Treatment | ATP | Avg. visit | LTV | CAC target | Capacity | Decision |
|---|---|---|---|---|---|---|
| Hormone therapy | $450 | $610 | $5,200 | <$700 | 24% Full | Aggressively grow |
| Weight loss | $275/mo | $325 | $3,300 | <$450 | 29% Full | Aggressively grow |
| QuantumRF | $5,000 | $5,000 | $6,400 | <$900 | 12% Full | Highest priority |
| EMSCULPT NEO | $3,200 | $3,400 | $4,900 | <$650 | 71% Full | Maintain |
| EMSELLA | $300 | $350 | $2,600 | <$350 | 38% Full | Grow |
| ExoMind | $2,400 | $2,400 | $3,900 | <$550 | 18% Full | Grow now |
| Neuromodulators | $525 | $690 | $2,800 | <$375 | 83% Full | Reduce spend |
| Liposuction | $6,500 | $6,500 | $7,400 | <$950 | 46% Full | Maintain |
The reasoning behind each call
Hormone therapy. A menopause patient stays for years, not one visit, so the lifetime value is the highest on the board. At 24% full there is real room.
Weight loss. You are certified in obesity medicine and the menopause patient is already asking about weight in the same visit.
QuantumRF. Highest ticket in the building, the only one in the region, and it has never been marketed. Almost every slot is open revenue.
EMSCULPT NEO. Already your busiest device. Healthy rather than maxed, so we hold spend and watch capacity.
EMSELLA. Your gateway drug. A pelvic floor patient starts with a result she can feel and is the easiest convert into the rest of the menu.
ExoMind. First in Fort Wayne, and two other offices have it now. The window to own brain fog and mood inside the menopause conversation.
Neuromodulators. Near capacity and the most competitive category in town. Buying more injectable patients mostly creates a scheduling problem.
Liposuction. The proof this is a surgical practice. Paid pushes QuantumRF as the easier first yes; the consult sorts out who needs surgery.
Which is why getting the numbers is the one real ask in this document. Revenue by month split gyn and aesthetics, what a patient is worth over time, what one costs to acquire, and how full the schedule actually is. Without those we are guessing, and guessing is what you are already paying for.
Three lines, nothing hidden. The retainer covers the department, the media budget goes straight to the platforms on your card, and the management fee is a percentage of what we actually manage.
From our conversations on August 31.
87 reviews, every one of them five stars, sixteen months in. Ashley put it down to how she shows up, and that's a real asset that almost nothing is being built on top of.
QuantumRF is the only one in the region. You were also first in Fort Wayne with ExoMind, though two other practices have it now. You haven't marketed QuantumRF once yet, because you wanted the technique right first.
Perimenopausal and menopausal patients arrive with skin, hair and volume changes, and you catch them. That path works and it's the one we'd feed first, because it's already earning.
David named this as the hardest thing to communicate. People see spa and stop reading. Between OB, gyn, cosmetics, med spa and wellness, there is no single thing the market can file you under, so it defaults to the wrong one.
You want some people calling about aesthetic services directly instead of every one of them converting off the gyn side. Nothing you're running now does that, and it's worth one door rather than a whole second business.
You've tested TikTok, Meta and Google at different points. Nothing shows in Meta's public ad library today, and none of it reported back in a way you could act on. Whatever is or isn't running, it isn't producing new patients you can count.
The only lead data you get is a tracker from your website company. Everything else reports nothing. So you ask patients how they heard about you, and the answer is usually word of mouth, which is the least actionable answer there is.
A website company on retainer that charges around a thousand dollars a page. A TV contract. A social media contractor. SEO bundled in with the website company. Ashley asked us directly whether to streamline or add, and this proposal is our answer to that.
The management fee scales with your ad spend. The more you spend, the lower the percentage. No flat fees and no hidden line items.
A note on billing. The monthly retainer is invoiced before the month begins. The ad management fee is invoiced after the month ends, based on actual spend managed, so you only pay a percentage on ads that actually ran.
One year term. Sixty day out in your first ninety days, thirty day out after that. Standard HIPAA and confidentiality protections included. We send the contract before any work starts.
A marketing agency Andrew started in 2012, so thirteen years and a couple hundred clients deep. We hit the Inc. 5000 as one of the fastest growing agencies in the country and the fastest growing company in Fort Wayne, and we are the largest social media agency in Indiana.
The creative is produced in house: photographers, videographers, designers and art directors. We are a Meta agency partner, so campaigns run through a partner account with direct rep access.
Start at cyclonesocial.com/work for case studies with real numbers, and cyclonesocial.com/agency to see the team who would actually do your work. We are @cyclone_social on Instagram, LinkedIn and TikTok.
We are also happy to connect you directly with any brand we have worked with. Tell us which one on the call and we will make the introduction.
Yes. Pull up Meta's public Ad Library and look up any of the major injectable or device brands. There is a large amount of active advertising in this category right now.
The one real constraint is the Health and Wellness pixel classification. We can run campaigns all the way through to the conversion and drive the booking, but Meta limits some of the audience signal that flows back on health related events. It changes how we build the tracking, not whether it works. We have run inside that constraint before.
We ask for a one year term, but you are not trapped in it. There is a sixty day out in your first ninety days, and a thirty day out after that.
The term mostly exists for the confidentiality and non compete pieces, so neither of us poaches the other's people. You are in healthcare, so we sign the HIPAA and confidentiality language as a matter of course. Locking people into contracts they are angry about is how an agency ends up with clients who do not want to be there.
Yes. It is tiered, so the rate comes down as your media budget scales.
At the starting point of around $10,000 a month you are right at the 15% threshold. As campaigns perform and you are ready to scale, the management cost becomes a smaller share of what you are spending.
We do not outsource. The team you meet is the team doing the work. No junior hand off, no white labeled freelancers.
We follow the data. If a creative is not working we cut it. If a channel is not producing we move the budget.
We test quickly. More creative tests means faster learning and less wasted spend.
A full senior team. Director level paid, creative, organic and ops on your account rather than one generalist juggling all of it.
We are not going to promise you a specific number. Anyone who does is guessing, and you have been guessed at enough already.
What we will do is partner with you on it and stay accountable to it. You tell us the efficiency ratio you need to stay profitable. We keep the campaigns inside that line, scale as the returns hold, and report back constantly so you can see it rather than take our word for it.
Close to it. Here's the honest sequence.
Reply and we get the agreement over to you.
One agreement, twelve month term, and the clock starts.
Sixty minutes with both of you, then we collect access and numbers.
Two week sprint window. Rushing that is how campaigns underperform out of the gate.
The practice is already built. What it needs is the machine underneath it. The only real variable is when we start.