Chiropractic Appointment Reminders To Grow Your Practice
The relief that your patients feel after some time on the table is hard to put into words. With regular adjustments, those creaks, cracks, and stiff groans from injured and aging bodies seem to melt away.
Of course, no matter how often people seek relief from pain, that doesn’t stop the swiftly ticking clock during their endless grind. Your customers, even those with the best of intentions, are just plain distracted. It’s not uncommon for them to simply forget their appointment, even with a nagging backache.
Many offices take steps to try to remedy this problem by picking up the phone. This means the reception staff, who are already buried in a mountain of paperwork, must try to get in touch with customers, sometimes several times. We’re not known to be a society of excited, day-time phone answerers after all. If you can get the patient on the line, of course, you can directly ask if they’re coming to the appointment and gently remind them of the time.
It’s kind of awkward though, isn’t it? If the patient did forget, this could fluster them. Not only that but on the phone, they often can’t check their calendar for conflicts, because it’s housed in the device currently up to their ear.
So what can you do to get those customers in the door? No-shows really hurt your bottom line. With a few different reminders, it should be simple to remedy the problem.
Write an appointment reminder card.
If your patient is in the office, chiropractic appointment reminder cards should be the first line of no-show defense. Simply write down their upcoming appointment information and pass it to them. This form of reminder is the most basic but it also easily fails (who hasn’t lost one of these?). For that reason, it should be just one step in your reminder arsenal.
Send an email reminder right after the appointment is booked.
An email confirmation gives your customer a notice to look at for reference right away. Email reminders are great for adding details that they’ll need later, like your address and any special paperwork they’ll need to bring. This email can act as a confirmation and include their appointment time, date, and location. Since many mobile devices will automatically add appointments to your client’s calendar from their email, this type of reminder can prevent a lot of no-shows.
Shoot them an SMS confirmation request.
As the appointment draws closer, say a week to five days out, you’ll want to confirm with your customer another way. Traditionally, this is when you’d start calling them to ask for confirmation. An SMS text message confirmation request is easy to set up and has a lot of great benefits. It allows patients to reply at their leisure, which means they won’t feel like they need to drop everything to answer the phone at work or try to find a free moment to call you back.
In the SMS confirmation, simply ask the customer to reply with “yes” if they’re planning to come to the appointment, then include the time and date of the appointment. Finally, be sure to include your office phone number for them to call if they need to cancel or reschedule.
Leave them a voicemail reminder.
Let’s say that the appointment is drawing near—for instance, it’s tomorrow. At this point, your office manager would have to make one last ditch effort to call this customer. They’re starting to look like a no-show, aren’t they? On top of a final SMS reminder, you could leave them a voicemail. Luckily, there are automated ways to do this. With an automated calling system, the phone call and voicemail can go out at a time you specify and give them a friendly nudge to confirm their appointment.
Send a final reminder email beforehand.
We all tend to delete our emails a little too early sometimes. Your customers are likely to either not remember your address or have deleted your previous email. The day before the appointment, send them one final email reminder that just includes your address, the appointment time, phone number, and any information they need to know. This gesture is not only helpful at reducing no-shows, but it also shows that your office cares.
Technology makes it possible
This sounds like a lot to juggle, doesn’t it? Your poor reception staff will just have a phone on one ear while frantically texting with the other hand. Also, while managing all of this, they still have to take the incoming appointment calls as well. That sounds so overwhelming!
Luckily, it’s not with some simple preparation.
If your office manages appointments on paper, it’s time to transition to a computer system. Google Calendar, for example, is an easy-to-use system that everyone can share and view. Plus, it’s free. So, if you don’t have an appointment management system yet, this is a great, simple one to use.
Once you have your appointments in the digital world, the rest is a breeze.
Appointment Reminder makes it simple to send out SMS, voice, and email reminders that go out automatically. All you have to do is integrate your calendar. Then, you can set up custom message templates for each step in the reminder and confirmation process. Once, you have everything set up, you’ll set times for the reminders to go and like magic, they’ll arrive in your customers’ inboxes each day.
Automating your chiropractic appointment reminders can make you a hero in your own practice. Your staff will be so relieved to no longer have to juggle hours of fruitless reminder calls and be able to focus more on managing the day-to-day business operations. Maybe with that spare time you can even tackle some of those dream projects that every practice seems to have.
Whatever the case, automation will also lower your no-show rates tremendously. People are busy. They simply forget about their appointments. As SMS reminders have become more commonplace, your clients expect that you will remind them of their appointment.
Take the first step to digitally welcome them to your practice with a friendly message and open arms. They’ll appreciate this concern for their care before they arrive, and they’ll certainly leave your office happy and pain-free after their visit.