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ADMX + SCHEDPRO (FOLLOW UP PROTOCOL STAFF TO PATIENT (Initial call made…
ADMX + SCHEDPRO
FOLLOW UP PROTOCOL STAFF TO PATIENT
Initial call made within 24 hrs (contingent on patient's request)
If scheduled: Update the tracker & schedule appt in FB
If leaving a VM: Update tracker & set reminder for follow-up in 2 days
If possible email/text shortly after phone call regarding consult or voicemail left
After 2 voicemails left, update the tracker & SCHEDPRO will reach out on FB to get new number/ call availability
Check tracker regularly for updates in availability/ phone number/ conversation/ etc
FINDING THE RIGHT STAFF MEMBER
TRAINING IS MORE VALUABLE THAN "TECHABILITY"
SHARING THE LOAD
PHONE SKILLS NEED TO BE A+
AVAILABILITY & MOTIVATION
DOCTOR LOYALTY
PRACTICE INTEGRATION
RESEARCH PRACTICE WEBSITE/FB/ETC
ONBOARDING FORM (WE FILL OUT TOGETHER?)
CONTACT INFO FOR DR & STAFF
SET UP FACEBOOK CONVO W/ DR & STAFF
GET STAFF IN FB GROUP & ADMX TRAINING
ADMX TRACKER TRAINING
DAYS 1-2: BUILD TRACKER
GET ALL STAFF ON ZOOM MEETING IF POSSIBLE
REVIEW IDEAL EXPECTATIONS
AFTER TRAINING: EMAIL INSTRUCTIONS & TRACKER LINKS
FOLLOW UP A WEEK LATER
USING THE TRACKER IN THE OFFICE DAY TO DAY
NORMAL OFFICE DAYS
First thing in the AM on Mondays- check for email from SCHEDPRO regarding any patients who have been scheduled over the weekend, so you can put them on your schedule asap & avoid any double bookings
Update the tracker by "unbolding" that you've seen any updates (which will be bolded by me) and fill in the section on the right regarding your office's contact with the potential patient
Daily- check the tracker in the AM (to call anyone who may have been added the previous night) and check again before you leave the office (in case someone was added during the day)
LAST DAY BEFORE THE WEEKEND
Let me know if you want me to reach out to anyone over the weekend that maybe you couldn't get a hold of during the week
WEEK 2
STAFF CHECKS IN ON amoCRM DAILY
CHECK IN WITH STAFF BEFORE WEEKEND
TRAIN STAFF ON PATIENT FOLLOW-UP
WEEK 1
BUILD amoCRM TRACKER
SCHEDPRO MEETING WITH OFFICE STAFF
ADMX MEETING WITH OFFICE STAFF
STAFF amoCRM VIDEOS
ADMX [FB ADS] GO LIVE
WEEK 3
REVIEW ANY CONSULT UPDATES
RETRAINING ON amoCRM IF NEEDED
TRAIN ON RE-ENGAGEMENT MESSAGES
REVIEW TEXT MESSAGING / VM / PHONE CALLS SCRIPTS
WEEK 4
STAFF CONTINUES FROM PREVIOUS 2 WEEKS
CALCULATE PENDINGS/STARTS
EVALUATE IF PRACTICE CAN FLY SOLO
TRAIN ON "AFTER HOURS: PROTOCOL FOR STAFF AS THEY FLY SOLO
SCRIPTS FOR OFFICES
INITIAL PHONE CALL TO SCHEDULE CONSULT
VOICEMAIL ^
INITIAL EMAIL/TEXT MESSAGE TO SCHEDULE CONSULT
FOLLOW-UP PHONE CALL + TIMING
CONTINUED FOLLOW-UP PROTOCOL
OTHER STAFF: ANSWERING/SCHEDULING FB CONSULTS
WEEKS 5-6
CHECK IN ONCE A WEEK
OVERALL REVIEW OF CONVERSATIONS
OVERALL REVIEW OF FOLLOW UPS
REVIEW OF ALL EXAMS/STARTS/PENDINGS