How a 3-Person Team Managed 2,073 Bookings at Prism Health

YouCanBookMe makes organization so much easier. It automates everything that needs to be automated. You can control your schedule, you can have different pages, you can pretty much control everything. And the settings are super easy to change—I’m not even tech savvy, and I can figure it out.”

- Ben Rundbaken, Director of Client Relations, Prism Health

Most people who find Prism Health have already been through the wringer. They've seen doctors, tried traditional routes, and been told there's nothing more that can be done. Prism Health is where they end up when they're ready to try something different.

Founded by Dalton Graham, a biomolecular engineer who started by solving his own complex gut issues and sharing his research online, Prism Health offers personalized health solutions built around each client's biology—gut health, metabolism, hormone regulation, and chronic stress. In three years, they've helped over 600 clients.

Ben Rundbaken joined about nine months ago, drawn in by his own experience as a client. He handles everything on the non-clinical side: explaining what Prism does, making sure prospective clients feel comfortable taking the first step, and managing the relationships that follow. For all of that, healthcare scheduling software isn't just a convenience—it's the front door to everything Prism offers.

I've seen some incredible results. And so when I had the chance to join Prism, share my experience with others, and help them have the same success I had—I wanted to take it."

Why YouCanBookMe: Ben's story

The challenge

Prism Health's growth has been driven almost entirely by social media. With a wide following of people looking for answers to complex health problems, when they're ready to take the next step, they click a link and schedule an introductory call with Ben.

That introductory call is everything. It's where Ben gets to know the person, understand what they're dealing with, check that Prism can genuinely help, and walk them through what to expect.

Trusting someone new with your health is always a big step. And the better prepared clients are when they start with us, the more success they're going to have."

Before YouCanBookMe, Prism was handling scheduling through Simple Practice, the platform they use for client management once someone is onboarded. It's excellent for what it does—keeping assessments, advisor communications, and client data secure and HIPAA compliant. But it wasn't built for a high volume of inbound introductory calls from people who'd just seen a social media post.

Simple Practice is not set up for that. For the volume and for introductory meetings, it just was not efficient."

They needed a dedicated scheduling tool that could handle inbound calls at scale, send automated reminders, embed cleanly wherever people were finding them, and give their analytics person visibility into which channels were actually driving bookings.

The solution

The switch to YouCanBookMe gave Prism Health exactly the separation they needed. Simple Practice handles the clinical journey. YouCanBookMe handles everything before it starts.

When someone clicks the link in Prism's Instagram bio, or follows through from a YouTube post, they land on a page that explains who Prism Health are and what they do—and then takes them straight to Ben's calendar.

UTM tracking means the team always knows which channel a booking came from, making it possible to see what's working and adjust accordingly.

Our UTMs are very, very important because otherwise we wouldn't know what was working, what wasn't. We would have no idea where people were coming from. We would just be kind of fumbling around. Because of that, we can adjust as we go."

The booking form collects just enough to be useful: contact details and a few questions about what the person is dealing with. It helps Ben walk into each call prepared, and flags anything that might be outside Prism's scope before the call even happens.

Availability rules do the heavy lifting on the scheduling side. Ben has set a minimum notice period of two hours so he's never caught off guard by a last-minute booking, and a maximum advance booking window of ten days so people don't schedule so far out that they forget about it.

It gives a more narrow window to choose from, which again increases the rate at which people are going to show up."

Email and SMS reminders run automatically, and Ben credits them with meaningfully improving show rates.

We need people to show up. They can't show up if they don't remember that they scheduled the meeting in the first place. That is probably the most important thing."

The Team plan means Ben's analytics colleague can log in separately to manage UTMs, test different landing pages, and pull booking data—without anyone having to share a password or work around single-user access.

The outcome

In just over a year, Prism Health has taken more than 2,073 bookings through YouCanBookMe. For a three-person advisory team still in the early stages of building the business, that's a significant volume of inbound interest to manage without the tool ever becoming a burden.

The clearest sign that it's working is that Ben almost never has to think about it.

It works pretty smoothly as is, which means I don't need to think about it very often. Ultimately, that's the best comment you can give a tool like that—you don't need to think about it."

Client feedback tells the same story. Prism Health hears very little from clients about the booking experience, which is exactly what Ben wants.

We don't want them thinking too hard about the meeting thing. The fact that we don't hear that means that everything is going smoothly on their end and they don't even notice it."

And behind the numbers is something Ben finds genuinely meaningful: some of those 2,073 bookings came in at 3 AM from people who couldn't sleep, were struggling with their health, and found Prism Health in the middle of the night. The fact that they could book a call immediately, at the exact moment they were ready to do something about it, matters.

I know my heart breaks a little bit for those people because I see that they booked at 3 AM—just not having a good night. But I'm happy that they were able to find us and take a step to address their problem as they're experiencing it."

2,073 bookings. 600 clients helped. And counting.

Prism Health is three years old, still building, and already helping people who had run out of other options. Ben's role sits right at the start of that journey—the person who answers when someone finally decides to try something different, makes sure they feel comfortable, and helps them understand what's ahead.

YouCanBookMe is what makes it possible to have that conversation at scale. It handles the inbound volume, reminds people to show up, adjusts for time zones automatically, and tracks where every booking came from. All of it runs quietly in the background so Ben can do the part that actually matters: talking to people who need help and making sure they feel ready to take the next step.

If that sounds like something your practice needs, it takes less than five minutes to get started. Create your free YouCanBookMe account today.