Most practices are busy(ish). Which means your new clients are taking a booking in your diary that is 2-6 weeks away. Even if clients are booking in the same week, a welcome email is pretty standard. Much like our phone intake, we encourage you to increase the content of your email. Give it personality. Make it unforgettable.
New Client Paperwork Ensure that clients complete as much of the paperwork ahead of time. Ideally, including it in a way that allows them to complete it without printing it out.
*Thought* Is the new client paperwork even necessary? If you take a moment to review important information in your first three sessions, get the client to electronically sign the important bits of the paperwork then why do you have the new client paperwork anyway?
Welcome Them It seems so simple but an email such as,
"Dear New Client,
We're delighted to take this journey with you. Your appointment on 26th of March @9:30 is with Dr Psych.
We'll have coffee and tea available for you. If you happen to get to the practice early, due to first appointment jitters, unreliable transport, or just because, we have three fantastic cafes on either side of our practice. (Cafe X gives you a .50 cent discount if you bring your own cup!)
In the meantime, here are the logistics of your appointment."
Don't expect all clients to read your email. Some can't be bothered; others have a spam folder to rival Fort Knox. Regardless of a client's reason, some won't see your email, have a plan B!
Add Personality Why not send a photo along with some interesting facts?
Meet your Clinician: Dr Psych
I love my Cavoodle, Humphrey I enjoy the fitness sensation fo F45 The Book I'm reading at the moment is Wuthering Heights.
While clients expect professionalism, yes, they also need you to connect with them as quickly as possible.
Exercise: Review your new client email; ask yourself:
Is it assisting the nervous client in feeling at ease? Have I shown any personality? What would be essential to know about the practice if I were visiting for the first time?