Online Inquiry Management

Does your practice consistently bring in potential patients through your website? What percentage of these leads are actually converted into clients? If you think that there is room for improvement in this area, maybe your practice should consider implementing a database-driven software program to help augment this conversion percentage.

Page 1 Solutions offers a client relationship management capability called ‘virtual counselor’ that automatically tracks and manages incoming email inquiries generated by the website. The system helps your practice’s staff monitor inquiries, automatically sends customized responses and follow-up reminders, and provides a prospect database capability to ensure valuable inquiries are properly managed to avoid ‘losing prospects’ through inactivity or omission.

There are several key elements to this system. Because it is a database driven program, there is virtually no data entry to do. When a prospective patient enters their information on your website contact form, the information automatically flows into a database. Virtual counselor will automatically send a series of customized emails to the prospect. The emails are spread out over time, to gently remind the prospect to contact you. They are customizable so they can be sent out at any interval. It is important to ‘strike while the iron is hot’, so over a six week time, it would make sense to send the first one out within three days of receipt of an inquiry. The next email would go out at exactly two weeks after the initial contact, then four weeks after the initial contact and lastly six weeks after the initial contact.

The dynamic database interface allows for a surgeon (or office staff) to log in and edit information. For example, a person contacts the office. Virtual Counselor follows up with them, and they call for a consultation. An appointment is set. At this point, no further email follow-up is necessary. So, the surgeon (or office staff) can log in and change the settings for the individual so they do not receive any more follow up emails. This is a management system, which not only allows for database information building, but also acts as a wonderful tool to recruit and retain prospects.

If automated client management software makes sense for your practice, contact Page 1 Solutions to find out more, we’ll help you get real results from your web marketing.