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Tracking New Patient Leads to Paid Procedures

When it comes to Tracking New Patient Leads to Paid Procedures, it starts by getting those new leads in the first place. 

This can be incredibly expensive and usually involves SEO, content marketing, social media, website revamps, directories, Google Adwords, retargeting, and more.

But leads are necessary and vital since they are the lifeblood of your practice. No leads. No practice.

So, it makes sense to put a systematic lead generation process in place so you know this is money well spent when you see your leads through to the finish line to booked procedures.

But don’t you often wonder what happened to those leads? You know you did a lot of consultations with new patients you haven’t seen before, but why haven’t you seen them again? 

Now you start asking questions: 

  • Did your staff convert them? If not, why not? 
  • Did they follow up with leads who were “on the fence”? 
  • How many times did they follow up?
  • Are they tracking these leads so they don’t vanish?

Here are strategies to help get these leads to the finish line:

Immediately Respond to New Patient Leads

The first responder wins almost every time, so figure out how to get there first before your competitors.

There are plenty of software apps to notify you immediately of an incoming lead so you can respond accordingly. 

Your response should be friendly and courteous while providing valuable information. This helps build a bond and trust so the lead agrees to your next step which is to book a consultation to learn more.

And if the lead is NOT ready to move forward, don’t give up and leave empty-handed. 

Automate When Possible AND Productive

Use automated chatbots, text and email replies, after gathering contacting information from leads.

This will help streamline the response process and ensure leads get a quick response while saving you time. 

However, there is a balance between saving time for you AND giving the prospective patient what they want. 

Think about the “Phone Tree from Hell” all consumers have experienced. You have a simple question you need an answer to so rather than getting a quick answer, you get the phone tree with broad choices and then you pick one and get more choices that go to an answering machine to leave a message. Ugh!

The Chatbot is quickly becoming that phone tree…only in typed words versus verbal/audio cues. 

Consumers will only put up with so much impersonal automation, that they give up and find one of your competitors who still offers the human touch. 

Design a follow up process for contingencies

It’s great when your leads say yes, yes, yes to all the steps to a paid procedure.

BUT, what happens when they don’t? 

Put a follow-up process in place for all the times the patient DOES NOT answer your questions, call you back or book at the consultation.

Some prospective patients need more time to figure out the logistics, their current meds, and lots of other reasons they give your patient coordinator.

No problem. A strategic lead tracking process helps staff keep these leads alive and moving towards a yes. 

It’s no longer necessary to guess or anecdotally assume the problem is with the front desk, for example, when it’s really the follow up process, or lack thereof.

Please hear me. There’s more to this than just getting more leads. 

The way you win in today’s uber competitive world is to have a strong lead gen process so the leads coming in convert a lot more often than not. 

Watch this video with more details and a killer special offer for me to fix your lead gen process for you. 

Subscribe to my Podcast Beauty and the Biz:

See More on my YouTube Channel:

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"Catherine outlined a plan that put key metrics in place, gave us a clear plan to follow throughout the year and trained our staff to increase their conversions by at least 10%. Since engaging with Catherine, I’m happy to report that revenues are up 15% over the last three months - 22% in the last month alone! I highly recommend Catherine’s consulting services to any practice looking for “best practice” additions to their operation."
Robert Sigal, MD
Robert Sigal, MD
"I have finally tapped into the most efficient way to grow my cosmetic practice and that is to “fish in the pond of my own patients”. When patients return to my practice, over 85% will purchase another service, product, or procedure. Not only was it worth over $200,000 in revenues this past year, it also reminds my patients I’m still around so they don’t wander off to my competitors. Catherine’s group has far exceeded our expectations and goals we had set up for them to achieve."
Victor Ferrari, MD
Victor Ferrari, MD
"Our consult conversions were running at 40-50%. Then we attended Catherine’s online training and implemented her strategies. They immediately increased conversion rates to 75-80%."
Anthony Corrado, MD
Anthony Corrado, MD
"I know how to run a profitable practice; however, it was not without major staff issues, inefficiencies and unproductive drama. With Catherine's guidance, I reorganized staff, set up processes for them to carry more of the workload and hold them accountable so I have more time to focus on patient care. The changes we put in place and the staff training to convert more callers and consultations will easily increase my revenues by 15% as well as save us time, money and costly mistakes. "
Evan Sorokin, MD
Evan Sorokin, MD
"Working with Catherine and her team has been very profitable. We’re only half way through the year and I’m up $200K and I’m booked out for the next 2 months even though we typically go into our slow summer months now. Her recent promotion brought in an extra $63,782 with more surgeries scheduled. I never realized how much money was sitting in my patient list but I’m a believer now!"
Robert Langdon, MD
Robert Langdon, MD
"Catherine Maley has one of the best Marketing Minds in the aesthetic industry, bar none. She understands the aesthetic patient and she also understands the challenges and frustrations we face as aesthetic surgeons. You will benefit from Catherine's tools whether you are new in practice or a seasoned professional.Turn to Catherine for guidance - she knows what she's talking about."
Edwin Williams, MD
Edwin Williams, MD
“Catherine’s Cosmetic Patient Marketing Service has been a great addition to our practice-building overall plan. While we still invest in our online presence, we also found immense value in the internal marketing efforts. We especially like that all results are tracked so we know we are getting a great return ... last year it was 1,148% and no staff time was used. That’s a much easier way to grow my cosmetic practice.”
Mark Mason, MD
Mark Mason, MD
"Catherine Maley turned our practice around. We converted more consultations in one week than we did in an entire month. Our practice went from a painful 50% no show rate to a remarkable 85% show rate. Even more impressive was our close ratio - from 35% to 80% and still increasing. We would recommend her to any practice that’s looking to not only increase their profits today, but sustain a healthy flow of income for many years to come. Thanks Catherine!"
Sam Assassa, MD
Sam Assassa, MD
"Catherine found me the best patient care coordinator I could have asked for. She worked out a payment plan that was fair to me and motivating to my coordinator. She also provided training tools to help my coordinator convert better, even though she was already experienced. The results have been phenomenal. So good, in fact, that my income increased 250% and I’m booked out for 3 months. Don’t waste any more time or money doing it yourself. Outsource to someone you trust!"
Andrew Lofman, MD
Andrew Lofman, MD
"Since we’ve been working with Catherine and her team for the past 5 months, we’ve brought in $79K in surgeries and have booked an additional 17 surgical procedures and 20 non-invasive body procedures since then. This does not include the additional new patient referrals and revenues we are seeing from the on-going nurturing of my current patient database."
Verne Weisberg, MD
Verne Weisberg, MD
"I had given my staff the goal to convert at least $35K per week in surgeries AND I gave them the tools to help which was Catherine’s Online Learning Center at More Patients Academy. They watched Catherine’s modules and implemented her strategies and converted $80K! That equaled a 2,550% ROI. Nice!"
Adam Stein, MD
Adam Stein, MD
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Catherine Maley

Catherine Maley

Catherine is a business/marketing consultant to plastic surgeons. She speaks at medical conferences all over the world on practice building, marketing and the business side of plastic surgery. Get a Free Copy of her popular book, Your Aesthetic Practice: What Your Patients Are Saying View Author Profile.

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