Lead Capture Systems
Turn website visitors and enquiries into booked work. Landing pages, smart forms, instant AI-drafted replies, and one shared pipeline so nothing falls through the cracks.
AI Automation and Digital Operations for small businesses.
I build the quiet systems behind clinics, service businesses, and small teams — turning scattered enquiries into organised workflows, faster follow-ups, and paying clients. Usually in ten days.
Background
- 5+ yrs Product design, project management & ops
- NHS Two years inside UK healthcare operations
- 10 days From kick-off to a system running live
- UK · Remote Southampton-based, working globally
- Open Freelance, retainers, contract & full-time
Services
Three offerings. One thing in common: fewer manual steps, faster follow-ups, calmer days.
Workflow Automation
Remove the repetitive admin that eats your week. Email triage, booking, reminders, reporting, and AI assistants that quietly handle the work your team is doing by hand.
Client Operations Setup
Onboarding, scheduling, task routing, and internal handoffs designed once and built to last. Fewer dropped balls, clearer ownership, and a system your team will actually use.
Who I work with
Small teams that want to run like bigger ones.
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Clinics & healthcare practices
Dental, physio, GP, and allied-health teams who need calmer front-desk ops and faster patient response.
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Service businesses
Plumbing, electrical, cleaning, and trades operators who lose work to slow follow-up — not to competitors.
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Consultants & coaches
Solo experts and small consultancies who want to spend their time on client work, not on inbox triage.
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Early-stage startups
Founders who need a working back-office before they hire one — lead flow, ops, and reporting that scales.
Selected work
Three projects. Each one quietly removes friction so the team can focus on real work.
The dental practice that was drowning in its own admin.
A five-chair dental practice cut first-response from six hours to under two minutes and recovered seven hours a week of admin time — by giving every channel one shared intake.
- Challenge
- Patient enquiries arrived across phone, email, walk-ins, and social. Each channel had its own pile of sticky notes. Urgent cases slipped past unanswered while the team ran flat out.
- My role
- Shadowed the front desk for two days, mapped every patient touchpoint end-to-end, then designed and built the shared intake, triage rules, and follow-up automations.
- What changed
- Every channel now feeds one intake. Urgent cases auto-route to an emergency queue, routine requests get a templated reply with a calendar link in seconds, and reminders go out automatically.
- Outcome
- First-response time fell from ~6 hours to under 2 minutes. Around 7 hours of admin time recovered per week. The team closed each day with an empty inbox for the first time in years.
- Why it matters
- The practice didn't get more tools — it got fewer decisions to make. That's where automation actually pays off in healthcare ops.
Tools Make.com · Tally · Calendly · Gmail API · Airtable · Twilio · OpenAI (intent classification & reply drafting)
View live demoA plumbing business with plenty of leads — and nowhere to put them.
Rebuilt a regional plumber's lead funnel as a single calm pipeline. Conversion on website leads moved from 19% to 31%, and 18 cold contacts re-engaged on their own.
- Challenge
- Leads arrived from Google Ads, the website, Facebook, and word of mouth — but most never heard back inside the first hour. The owner wasn't losing work to competitors. He was losing it to silence.
- My role
- Audited the existing intake (three phone screenshots and a 1,400-email inbox), then designed and built the new landing page, shared form, AI auto-acknowledgement, and four-stage pipeline.
- What changed
- One landing page, one shared form, AI-drafted instant acknowledgement, and a New → Contacted → Qualified → Booked board. Drip sequences nudge warm leads; a 30-day re-engagement flow wakes dormant ones.
- Outcome
- First-response time dropped from hours to under 3 minutes. Website lead conversion moved from 19% to 31%. 18 previously-cold contacts re-engaged within the first month.
- Why it matters
- For service businesses, speed beats charm. The system did the chasing so the team could stay on the tools.
Tools Framer · Tally · Airtable · Make.com · Resend · OpenAI (reply drafting & lead qualification) · Slack notifications
View live demoBookFlow — the booking and client app I built when no SaaS quite fit.
A focused web app for small service businesses: today's schedule, a live booking pipeline, a searchable client directory, and an AI panel that drafts the next message based on context.
- Challenge
- Across two automation projects in the same month, small service teams kept stitching together a calendar, a spreadsheet, a CRM, and a messaging tool — none of which talked to each other.
- My role
- Designed the workflow in Figma, built the working web app end-to-end in vanilla JavaScript, and shipped a public live demo with realistic seed data anyone can interact with.
- What changed
- One screen replaces four tools. Today's schedule on the left, a live four-stage pipeline in the middle, a searchable client directory, and an AI panel that drafts confirmations, reminders, and follow-ups.
- Outcome
- Adding a booking takes three keystrokes. Marking it done updates the client's history automatically. The whole interface fits on one screen and runs in the browser — no install, no backend lock-in.
- Why it matters
- A focused tool designed around one workflow beats a bloated all-in-one platform every time. This is the shape most small operators actually need.
Tools Vanilla JS · CSS Grid · LocalStorage persistence · OpenAI API (message drafting) · Designed in Figma
Open the live appHow we work
A four-step process. No fluff, no surprises.
Discover
A short call to understand what is slowing your business down and what good looks like.
Map
I map your current workflow end-to-end and pinpoint the highest-friction steps.
Build
I build the system using tools you already have where possible. AI sits behind the scenes.
Refine
We run it live, fix what does not work, and document so your team owns it.
About
Design eye. Operator instincts. AI as the quiet engine.
I started in product design and freelance UI/UX, founded Maxcreepers Design Studio in 2019, moved into digital project management, and spent two years inside UK healthcare operations — watching how real teams actually run.
That mix is the whole point. I see both the digital product and the operations behind it, and I use AI as a tool — not a gimmick — to cut manual steps, speed up follow-up, and make small businesses easier to run.
Testimonials
What working with me feels like.
Sample testimonials · to be replaced with real client quotes once collected.
Rohith mapped our front desk in two days and shipped a system that actually fit how we work. Our team was skeptical at first — now they ask what else we can automate.
The pipeline replaced a notebook and a 1,400-email inbox. We respond in minutes now instead of days. Worth ten times what it cost.
Get started
Get a free automation audit.
Tell me what's slowing your business down. I'll send back a short, honest map of where automation pays off — and where it doesn't. No pitch, no pressure.