Maximizing New Patient Flow: Converting Referrals To New Patients - A PT Owners Club FB Live Event With Nathan Shields And Adam Robin
Dec 5, 2023
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Nathan Shields and Adam Robin discuss maximizing new patient flow by converting referrals to new patients. They emphasize the importance of urgency and speed, referral follow-up and communication, optimizing phone calls and tracking conversion rates. They also explore the importance of conversion ratios, maximizing new patient flow for future clinic sale, and qualifying leads to increase the barrier to entry.
Setting up markers and checkpoints during phone calls improves conversion rates for referrals.
Training front desk personnel to go beyond providing information and engage with patients increases conversion rates for referrals.
Deep dives
Importance of Converting Referrals to New Patients
Converting referrals to new patients is crucial for the success of a physical therapy practice. By setting up markers and checkpoints during phone calls, clinics can increase the number of scheduled patients. It is important to make more than one attempt to contact referrals, using both phone calls and text messages. Urgency and speed in reaching out to referrals are vital, as delays decrease the likelihood of conversion. Building relationships and taking the time to understand the patient's problem are key steps in converting referrals. Additionally, providing clear instructions about the appointment details, including location and necessary documents, can ensure a smooth transition from referral to new patient.
Training and Skills for Front Desk Personnel
Front desk personnel play a significant role in converting referrals to new patients. They need to possess effective communication skills and have the ability to engage patients on the phone. Training front desk personnel to handle phone calls with care and to go beyond simply providing information can lead to better conversion rates. Asking questions to understand the patient's condition and showing empathy can contribute to building a relationship and addressing their pain points. It is important to create scripts and guidelines that emphasize the clinic's values and prioritize helping the patient. Front desk personnel should be trained to handle patient inquiries and convert them to scheduled appointments effectively.
Tracking and Monitoring Metrics
Tracking metrics related to referrals and conversion rates is crucial for identifying any areas that need improvement. By monitoring the number of referrals received and the percentage of conversions to new patients, clinics can assess the effectiveness of their outreach efforts. Establishing daily reporting and tracking metrics such as arrival rates, schedule utilization, and collection rates can provide valuable insights into the clinic's performance. Having a trustworthy leader or director of administration who oversees front office operations can ensure accuracy and accountability in reporting. Regularly reviewing metrics allows clinics to make data-driven decisions and adjust their strategies to optimize conversion rates.
The Role of Marketing and Communication Channels
An effective marketing strategy can generate more referrals and increase conversion rates. Leveraging different communication channels, such as phone calls, text messages, and emails, allows clinics to reach out to referrals and engage with them. Being prompt in responding to referrals and making multiple attempts, including text message follow-ups, increases the chances of conversion. Clear and concise communication about the clinic's services, appointment details, and any financial responsibilities contributes to a positive patient experience. Workshops can also be an effective way to convert referrals, with high conversion rates seen when attendees are educated about the clinic's expertise and can engage in one-on-one conversations.
While PT owners focus on marketing to get new patients in the door there is a crucial step that can be overlooked - the conversion process from referral to the patient actually showing up for the initial eval. It is in this transition that the capability and processes of the front desk personnel can be exposed and decrease the number of new patients you could be seeing. In spite of your best marketing efforts, a weak process here could severely counteract your promotional efforts and leave you wondering why your marketing efforts aren't paying off. In this episode of the Physical Therapy Owners Club podcast, Nathan Shields and Adam Robin discuss what owners need to do in order to maximize their marketing efforts by getting every referral to show up for that first visit. Their insights bring so much value to maximizing new patient flow. Start driving more patients into your clinic when you tune in!