The LocalVisits platform can be used in various ways to help adapt to how you currently manage your client’s information. Some businesses are old school and use only pencil and paper while others may use digital customer relationship management (CRM) platforms to keep track of customers. Regardless of how your business keeps track of your important clients, LocalVisits is here to help manage client intake and uphold safety standards. We came up with 5 main use cases for LocalVisits to help you operate the platform in the most efficient way possible.
1. Your Customer Relationship Management software already has appointment reminders built-in
If your Customer Relationship Management (CRM) software already has appointment reminder capabilities built-in, you can add your LocalVisists Check-in Sharing Link to your appointment reminder message. Following this process will allow you to utilize your CRM to send automatic appointment reminders to your customers, as well as utilize the check-in and appointment tracking capabilities of your LocalVisits platform.
To find your Check-in Sharing Link follow the steps below:
Go to Settings
Click LocalVisists
Click Check-in
Under Check-In Registration Form click Distribute
Here you will find your Check-in Sharing Link under the header For Internal Use
2. Uploading client information in bulk
If your CRM has the ability to generate a report with your daily appointments and client contact details, you have the ability to upload your clients' information to LocalContacts and send your appointment reminders in bulk!
Process: Upload the report to your LocalContacts dashboard and schedule your appointment reminders to be sent out. Alternatively, you can send the appointment reminders out right away. The client will then respond “Here” to the appointment reminder once they have arrived. The LocalVisits platform will then automatically send the check-in link to the client for them to check-in for their appointment.
Article: How to schedule a text message
Article: Uploading multiple contacts at once
Article: Your LocalVisits Dashboard
3. Pen and Paper business
If you manage your customer’s information and appointments via pen and paper or if you prefer to upload your contacts’ information one by one, then the individual upload will be the process for you to follow.
Steps
Go to the LocalContacts tab.
Click Add Contacts then click ‘Manual Entry’.
Enter the name and phone number of your client then click ‘Add Contact’.
In the top right-hand corner click ‘Engage’ then click Send ‘Text Message’.
Insert your Message template, schedule the message if needed, then click send.
4. The client arrived but no appointment reminder has been sent
Whether this is a last-minute appointment or you simply forgot to send the client an appointment reminder, if the client has arrived for their appointment and they need to check-in, you can always send them the check-in link manually.
Steps
Click on the LocalVisits Tab
In the top right-hand corner click ‘Send Invite’
Insert the contacts phone number and click ‘Send Invite’
Your client will receive a text message that prompts them to click the check-in link.
After the client has completed the check-in process you will receive a notification to your OneLocal account that there has been a new check-in and the client’s status will change from ‘Invited’ to ‘Checked in’.
When you are ready for the client click ‘Notify’ to send them an SMS notification to proceed to the clinic.
If there is no need to notify the client that their appointment is ready you can click ‘Start Visit’. This will push them from the ‘Waiting’ section to the ‘In Progress’ section.
When the client is finished with their visit click ‘Finish’. This will move them to the ‘Completed’ section.
5. Mailparser
Mailparser will help you save time by replacing the uploading and scheduling process by sending an email. In order to use this method, you must be able to generate a report of your daily appointments which includes the client’s name and phone number.
With the Mailparser process, it is important to note that your appointment reminders will be sent out at the same time for each appointment every day. Meaning that someone with an appointment at 7 PM will receive their appointment reminder at the same time as someone with an appointment at 7 AM.
Steps
The Mailparser process can be adopted if you are able to pull a report or compile the information into a spreadsheet of your daily appointment which includes the patient’s name and phone number. Notify your Marketing Specialist that you would like to use Mailparser to send your appointment reminders and they will have our team set this process up for you.
Send an email to your unique Mailparser email address. From there the automation is taken care of for you.
Please note: All appointment reminders sent through the Mailparser Automation will be sent at the same time each day that you send it out.
If the Customer is unable to check in on their phone
If the customer has provided you with a landline number or has a cell phone that does not have access to the internet, you have the ability to check them in manually.
Steps
To do so go to LocalVisits and in the top right corner click ‘Manual Check-In’.
Here you will be walking the customer through each of the questions and recording their responses.
After you are finished walking the client through the check-in questions, they will be added to the queue under ‘Waiting’ with the status ‘Checked in’. If you click on the ‘Notify’ button it will give you the option to send a text notifying the patient that their appointment is ready, or you can skip that text and click ‘Start Visit’ (which is presumably what you will do in this situation).
This will then move the patient along to the ‘In Progress’ section. Once their appointment is complete you can click ‘Complete’. This will move them to the ‘Completed’ segment.
How to schedule a message to be sent out later