Consultation NO SHOW Follow Up procedures

This process is to catch the clients that booked a consultation but didn't show up, and attempt to recover them.  

** To identify no shows and no booking follow ups, you'll have to go through the schedule manually. **

You'll want to go to the schedule, then select Malina's schedule.
You will be checking yesterdays schedule for any no shows.
A no show will be marked red.
Here's what a no show consultation looks like:
The only no shows for the week indicated below occurred on Tuesday.


Your job is to identify the folks that "no showed", add them to the tracking sheet, then email them.

All follow ups must be tracked in our client follow up spreadsheet found here: No show & No Booking Follow Up tracking

Add their client number to the spreadsheet, then send them the email template below.
You will then go to your "sent" email box, and snooze that email to show up back in your in box in 2 weeks.

Email Template: NO SHOW Consultations booked with Consultation Counsellor

Frequency: Complete this follow up every day

Process:

Step 1: Note any NO SHOW consultations with the consultation counsellor from today or yesterday that have not yet been added to the follow up sheet

Step 2: Email each client the following email

Step 3: Snooze the email you sent to appear in your inbox in 2 weeks time. If at that point, the client has not responded or not engaged, mark the client as “dead lead” in the spreadsheet. If they have booked or proceeded, mark it as “booked in”

Subject Line: Checking In

Body: 

Hey (Client)

Hope you’re doing well! I noticed you weren’t able to make your free consultation that was scheduled (today). I’m so sorry we couldn’t connect.

If you’d like to rebook for another date/time that may work better, let me know and I can happily get you booked in, or you can rebook using the link below.

reboundtotalhealth.janeapp.com/#/discipline/2/treatment/5

Of course if you have any questions, concerns or want some more information first, just ask - I’m here to help!

Really looking forward to connecting soon!

All the best,

You will then repeat this process for every other team member.

Email Template: NO SHOW Consultations booked with Therapists

Frequency: Complete this follow up every day

Process:

Step 1: Note any NO SHOW consultations with therapists from today or yesterday that have not yet been added to the follow up sheet

Step 2: Email each client the following email

Step 3: Snooze the email you sent to appear in your inbox in 2 weeks time. If at that point, the client has not responded or not engaged, mark the client as “dead lead” in the spreadsheet. If they have booked or proceeded, mark it as “booked in”

Email Template : Subject Line: Checking In

Body: 

Hey (Client)

Hope you’re doing well! I noticed you weren’t able to make your free consultation that was scheduled (day) with (therapist). You may have already been in touch with your therapist but I also wanted to check in with you quickly in case!

If you’d like to rebook for another date/time that may work better, let me or your therapist know and we can happily get you rebooked.

If you’re not sure about your therapist match, want some other options or just are unable to move forward, just let me know - I’m here to help. We really want to make sure you’re comfortable throughout the process and ensuring you have the best therapist fit is a huge piece of that!

Really looking forward to connecting soon!

All the best,