A potential client reaches out expressing interest, you have a promising conversation, and then you get into the dreaded game of phone tag or worse…you get ghosted.
But here's the good news: they might still be interested, just not ready to commit yet.
That's where a strategic approach, and the right tools, come into play.
Let’s follow prospects, Sarah and David, through their intake journey and see how you can use a CRM (client relationship management) system to re-engage with them.
Smart Segmentation for Targeted Outreach:
Imagine this: Sarah contacts your practice about anxiety management. You have a warm conversation, but she doesn't book right away. Three weeks later, David reaches out with similar needs, but expresses interest in couples counseling. Here's where Practice Axis shines:
- Segment by Needs and Timing: Categorize leads based on their inquiry details (like therapy type) and how long it's been since their last contact. This lets you tailor your outreach for maximum impact. Sarah, at three weeks out and interested in anxiety management, might benefit from a different approach than David, who just reached out about couples counseling.
Personalized Outreach Made Easy:
Generic "checking in" emails often get lost in the noise. Practice Axis keeps detailed records of your interactions. Use this information to craft personalized messages that resonate with each prospect:
- Speak to Their Needs: Remember Sarah's interest in anxiety management? Fire off a quick email with a link to a relevant blog post you recently published on coping mechanisms. This subtle nudge reminds her of the practice’s expertise and positions you as a valuable resource, keeping you top-of-mind.
- Address Specific Concerns: Did David mention feeling overwhelmed during his initial inquiry about couples therapy? Send a personalized email with a link to a free downloadable guide on communication techniques for couples. This shows you were paying attention and genuinely care about his needs.
Client Recapture Efforts with Automation:
Stop wasting time crafting individual outreach messages. Practice Axis gives you automated workflows that take the busywork out of reconnecting with potential clients.
- Create Targeted Workflows: Design workflows tailored to different lead segments. For example, if you still haven’t heard from Sarah after sending the personalized email, follow up a week later with a gentle reminder email with information about the intake session.
- Set Triggers and Delays: Automate the timing of your outreach. A workflow for recent leads, like David, could trigger a welcome email upon initial contact, followed by a reminder for paperwork email a few days later.
Tracking Your Wins (and Learnings):
Effectively recapturing clients requires data-driven decisions. Practice Axis meticulously tracks your outreach efforts.
- Measure Results by Segment: See which outreach methods resonate best with different lead segments. Did that anxiety management blog post lead to Sarah booking an appointment? Track these results and use them to refine your future client recapture strategies.
- Identify Areas for Improvement: Analyze which segments have the lowest conversion rates. Maybe you’ve noticed that you hardly ever recapture prospects seeking couples therapy, like David. This might indicate a need to adjust your outreach approach or segmentation criteria for those groups.
Practice Axis isn't just about streamlining your intake process – it's about nurturing these potential client relationships even when the initial spark seems to fade. By strategically re-engaging with them, you turn "unresponsive" leads into clients who are ready to begin their therapy journey.
Take this quiz to see if your practice is ready to turn those missed connections into successful client relationships.
