Are you tired of the endless juggling act of managing therapy waitlists? Do you find yourself buried in spreadsheets and overwhelmed by the never-ending stream of emails and phone calls?
If so, read on. Here are three effective strategies and best practices to help navigate your practice's waitlist, ensuring a seamless and supportive experience for clients.
a) Provide waitlist information upfront: Ensure that prospective clients are informed about the waitlist process from the beginning. Share estimated wait times, an email confirming they are on the waitlist, and relevant details to manage expectations.
b) Regular updates: Keep prospects informed about their waitlist status. Send periodic updates via email or text, providing estimated timelines and asking if they still want to remain on the waitlist.
c) Implement deadlines: When you invite prospects off the waitlist, let them know that you can hold their spot for a certain amount of time and that they have to confirm their interest within that time frame.
a) Streamline intake forms: Simplify your appointment request forms by focusing on essential information to match a waitlisted client to the next available therapist. This will expedite the process for prospective clients, allowing the practice to assess their needs efficiently.
b) Digitize Your Tracking: Utilize technology to digitize appointment request forms and track all inquiries in one database. Make sure that none of the relevant information for a waitlisted client is stored in notebooks or post-it notes, or worse, in only one client care coordinator’s memory! This ensures anyone on your client care staff can step in at any time and manage the waitlist and no prospective clients are forgotten.
c) Automate waitlist management: Consider implementing a customer relationship management (CRM) system to manage your waitlist effectively. This automated approach can sort your waitlist to match clients with therapists faster, optimize your waitlist management to match prospective clients with the right therapist, provide real-time updates, and help your practice stay organized.
a) Resource recommendations: Curate a list of mental health resources, such as books, websites, podcasts, or helplines. Share this list with clients on the waitlist to empower them on their mental health journey.
b) Self-care tips: Encourage clients to practice self-care during their wait. Share self-care strategies through social media posts, blog articles, or a dedicated newsletter, fostering a sense of care and support.
c) Group therapy or workshops: Consider organizing group therapy sessions or workshops that clients on the waitlist can attend. This provides an opportunity for connection, learning, and personal growth while they wait for individual therapy and it adds additional revenue streams for your practice.
Practice Axis is on a mission to help practice owners strive towards a future where everyone has access to the mental health support they need. Let us help you streamline your intake process and waitlist management so you can focus on what truly matters: providing exceptional mental health care to those in need! Take this quiz to see if a CRM is right for your practice.