Are you noticing leads slipping through the cracks? Or do you have new patients not scheduling appointments on the online scheduling? We have the perfect campaign that could help!
By setting up a Scheduling Lead Campaign, you can enhance patient engagement, reduce abandonment, and improve the chances of converting leads into booked appointments.
Pre-loaded Scheduling Lead Campaign:
Your account comes pre-loaded with a default Scheduling Lead Campaign. However, you can create one from scratch by following the steps below for full customization.
How to Set Up a Scheduling Lead Campaign:
Step 1: Navigate to the Campaign Setup
Go to Campaigns>Show Campaigns to view all campaigns.
Add New Campaign: Click Add Campaign to create a new one.
Step 2: Name the Campaign
Add Campaign Name: Give your campaign a name that clearly reflects its purpose, such as “Scheduling Lead”
Step 3: Add Campaign Steps
Click Add Step: Click on Add Step to begin adding actions to your campaign.
Understanding Step #1:
While it’s not officially part of the campaign steps, the system automatically sends a text and email from the system defaults when a lead abandons the scheduling process.
This default message is generated from the Scheduling > Show Templates section, specifically the "Scheduling Abandoned" template. This template is technically the first step of the campaign, even though it doesn't display as a step in the campaign.
This automatic message is sent within 20 minutes of the lead abandoning the scheduling. Note: Since the system sends this default message automatically, we recommend setting the first step of your campaign at least 1 hour after abandonment to avoid overlap.
Adjusting for Campaign Steps:
Since the first message (the “Scheduling Abandoned” message) is handled automatically, the subsequent steps should begin as Step 2 and beyond.
Add follow-up steps (text/email #2, #3, #4, etc.) to continue engaging the lead and encourage them to schedule the appointment.
Step 4: Customize Your Steps
Text/Email Templates: For each follow-up step, you can either create or select pre-existing text and email templates to send to the lead. You can customize the messaging based on timing, content, and the specific lead’s behavior.
For example:
Step 2 (24 hours after scheduling lead is created): A friendly reminder encouraging them to schedule with a link.
Step 3 (2 days after scheduling lead is created): A personalized message offering assistance or answering common questions.
Step 4 (1 week scheduling lead is created): A final reminder, possibly with a special offer or incentive to schedule.
Step 5: Save and Activate
Once all steps are added and customized, save your campaign and activate it.
Step 6: Exclusion Rules
Appointments via Patient Portal/The Scheduling App are excluded from the campaign. This is because we are looking for new patient leads.
Things to Remember:
Default Messages: The “Scheduling Abandoned” template is the first message and is automatically sent by the system.
Timing: Since the first message is sent within 20 minutes, make sure your campaign's first manually scheduled step is set to trigger at least 1 hour after the scheduling lead is created
Follow-up Strategy: Customize the timing and content of follow-up messages (Steps 2, 3, 4, etc.) to align with your lead-nurturing goals.
Leads Are Captured: Leads who do not schedule within the system are captured and will trigger the follow-up campaign.