7 Steps to Building an Amazing Patient-Nurturing Workflow

7 Steps to Building an Amazing Patient-Nurturing Workflow

Just as a marketing strategy is essential for any entrepreneur, it is equally vital for healthcare providers such as doctors, dentists or orthodontists. The power of building a robust patient-nurturing workflow serves to increase engagement, improve care, save staff time and increase your client base.

With just a few simple steps, you can take advantage of powerful tools to be more efficient with your email marketing, getting the right messages to the right people at the right time.

The Seven Steps

1. Set goals

Determine your objectives for your email campaign. Is it to inform patients about new services? To provide appointment reminders to improve attendance? Is it to inform and enhance compliance with treatment recommendations? Is it to improve outreach and bring in new patients? As you identify multiple objectives dependent on the patient type, then you can move to the next step where you will narrow your focus for each group.

2. Target your audience

For each goal, there is an intended target audience. Creating a list of criteria for inclusion into the group helps determine placement. Some patients will belong to the group who receive personalized appointment reminders, while another group gets a newsletter about ongoing care and specials on cosmetic procedures. Sometimes these lists will overlap, and other times they will be separate. This is all part of getting the right information to the right people. Laying the groundwork is a critical piece predicting the future success of your workflow.

3. Map your content

Determine what content you will deliver, what you intend to accomplish with this piece and when you will provide it. Thinking about the examples above, the patient who gets appointment reminders might need them when they set the appointment, a week ahead of time and again the day before the meeting. For the patient receiving your newsletter offering a special on cosmetic procedures, perhaps you want to send the first notice three months before the winter holidays and then again monthly as a reminder before party season begins.

4. Compose emails

Be intentional with the message you send and consider that when you compose the email. For each type of patient, you will focus the content of the message and end with a specific call to action. Perhaps that call to action is for the patient to confirm, cancel or reschedule an appointment. Or, it is a link to learn more about a procedure and an invitation schedule a consultation. Decide here what the message will say, how many times to distribute it and what the desired outcome is.

5. Set workflow rules

You don't want to inundate patients with emails, so carefully setting up rules will prevent this. Workflow rules can specify who receives an email batch and when they receive it, but can also exclude patient groups or certain days or times. If your office is closed on Friday afternoons, you don't want to send an email with a call to action that prompts a patient to schedule via phone and no one is there to respond. Likewise, the patient who has weekly orthodontist visits might lose an important appointment reminder if they are also receiving the email about a cosmetic procedure that they do not qualify for at this time.

6. Go live

After the pre-work is completed, turn the workflow and start collecting data!

7. Analyze and improve

Analyze the data and make changes where needed. Are you meeting the goals? What is your click-through rate? What is your conversion rate? Do you see an improvement in adherence? Watch how the workflow performs and prepare to make changes. Change the subject line, the offer, the frequency or the call to action and analyze the impact.

It’s the 9-1-1 for Marketing 4-1-1

At HARNESS, email workflow is just one of the services we offer to improve your marketing campaigns, expand your business and increase your exposure. Contact us to learn more about creating a patient-nurturing workflow that will help your practice.