Appt Booking Strategy & Mindset

The Forever Booked appointment generation strategy is very simple:

1. Leads are generated through sms campaigns, Meta ads, and our referral system. At this point we consider them "cold leads."

2. The AI Concierge texts the leads, follows up, and turns them into HOT leads.

3. YOU contact the hot leads as soon as possible and book them in for an appointment.

Cold leads are people who have indicated preliminary interest, such as filling out a website form or responding to an ad.

The conventional strategy is to contact cold leads and try to book them in.

The problem is, most leads don’t respond/won’t know why you are calling them.

This can be a very frustrating experience for staff and is not sustainable.

Our system leverages AI to automatically contact cold leads for you.

Cold leads become HOT Leads when they text back the AI confirming they want to book.

Sometimes all it takes is a few messages like the example below. Sometimes the prospect has many questions/concerns and 20 or more messages will be exchanged before they become a Hot Lead.

This additional level of intent makes Hot Leads more qualified.

They will be more receptive to calls and texts. They want to come in and spend money.

If you make one thing your sole priority in program, it is to contact Hot Leads within 5 minutes.

MIT did a study on this few years ago…

Responding within five minutes is 21x more effective than responding after 30 minutes.

Trust us on this one!

Our most successful clients all agree:

Many people never pick up the phone but many do.

Some people like to text for everything. Some people still prefer a good old fashion phone call.

This is why our strategy utilizes both SMS and phone calls.

You always call the lead first, and then text them if they don't pick up.

This will result in the highest number of booked appointments for you.

We’ve seen it over and over again after working with hundreds of clinics:

If you don’t collect a credit card deposit, people will NOT show up.

It doesn’t matter how serious someone says they are about coming in. If they don’t have skin in the game (cc on file), they most likely will not show.

New patients are lucky they get to visit you, not the other way around.

If you structure your offer right, you will be offering an amazing deal valued at $300+ for $100-$200.

You’re going to pamper these patients and make them feel like gold.

They will have been fortunate to have stumbled across your ad, having a chance to become your client.

You are also extremely busy (or will be very soon). For this reason, you shouldn’t accept people who can’t put down a simple CC deposit.

If someone isn’t willing to do that, that’s totally fine. No hard feelings. There is a line of people behind them who will be happy to do so.

This is the mindset you should have when asking for a credit card.

Collecting a credit card over the phone does not happen by chance.

There is a definite series of questions to be asked in the right order to book a patient with credit card.

This is all included in our battle-tested phone script we provide. You can find the phone scripts HERE.

Use the script. It’s been tested in 100’s of clinics and tweaked to get it perfect.

Customize it for you clinic, print it off, and then use it religiously.

If you don’t like the script, you can change it or create a new one.

Just make sure you’re using a script!

The only time you should “wing it” is when you’ve successfully used a proven script enough times that you know it by heart.

With the Forever Booked system, you’ll be booking in both new and existing patients.

Because of this, your approach must be adjusted depending on the type of person you are talking to.

Make sure before calling each lead, you look them up in your CRM to see patient history, if any.

This will help you tailor your approach. It will also prevent offending loyal patients who will expect the caller to know who they are.

Patient status will also determine whether you collect a deposit or not.

We recommend only collecting a deposit for new patients.

For existing patients say: “for this offer we usually collect a deposit but since you’re such a wonderful loyal client of ours that will not be required.”

Existing patients will appreciate you for this.

NOTE: You may decide to implement a deposit for existing patients who have a history of no-showing.

Appt Booking Checklist