Listed below are in practice strategies and marketing tips for using eAppointments.

eAppointments: In-Practice Strategies

Patient Education through Staff Interaction 

1. Verbally educate patients when on the phone or in the practice 
2. Instruct your team to explain how they can schedule their next appointment online 
3. Ensure your team knows the benefits of online bookings 
4. Open 24/7 for bookings 
5. Instant appointment confirmation 
6. Book emergency appointments when they occur 

Signage

1. Use signage (internally and externally) to promote online bookings 
2. Use large signs (A2 or A3 in size) that stand out to patients and passers-by 
3. Print smaller versions (A5 or A6 in size) of your poster for patients to take with them as a flyer upon checkout! 

Download and take the below poster to a printing house (Office Works or Kwik Kopy, for example) and ask to have your desired crop marks, logo and website added to it. You will only be able to edit the poster yourself by using a Publishing Software. 

Recall Reminders

Sending recall reminder via SMS and e-mail allows a link to book online directly from the reminder. This saves the patient time and reduces the number of phone calls to the practice to schedule recall appointments.

Use a URL shortner in place of the lengthy URL created by the system.

Queries

Queries is a powerful tool and is the most effective way to advise patients of changes in the practice, a new online booking tool, for example. 

Add Messages on Invoices, Receipts and Treatment Plans

Notify/Remind patients of the ability to book online on as many printouts as possible. 

See Add a Receipt Message (Up to 180 Characters) section

See Add an Invoice Message (Up to 180 Characters) section

See Add Treatment Plan Disclaimer, Message and/or Statement section

Add Link to E-mail Signature

Update the practice e-mail signature with either a hyperlink to eAppointments or even a ‘Book Online’ image with a hyperlink.

How to Hyperlink Text or Images

The below example is when working in Outlook e-mail signature. Steps will vary depending on the software used.

1. Create a New E-mail
2. Select Signature drop list and select an existing template or Signatures… to create a new one
   
   
3. If updating an existing, highlight it in the list and then make changes
4. If adding a new one, click New button and create it
5. To add a hyperlink to text/image within the signature, highlight it and then click the link icon
6. Enter the URL in the Address field and click OK to save     
                                          

On Hold Phone Message

When patients are waiting on hold, use this time to educate them on your services, including the ability to schedule appointments online.

“You can now book your next dental appointment at (Your practice) whenever and wherever you are, simply go to our website www.yourpracticewebsite.com.au and click on the link to book online!”

eAppointment: Marketing Tips

Before embarking on any marketing campaign, refer to the Guidelines for Advertising regulated health services. The Guideline has been formulated by AHPRA (Australian Health Practitioner Regulation Agency) to which the Dental Board of Australia is one of the 15 National Health Practitioner Boards, that is in partnership with the agency.

It is advised to check and correct your advertising https://www.dentalboard.gov.au/Codes-Guidelines/Policies-Codes-Guidelines.aspx 

Existing Patients

How are you letting patients know that they can book online?

The key to marketing is having several touchpoints to convey the message. To achieve this with existing patients consider:

• Are all your staff onboard with eAppointments? If not, seek to resolve.
• Remind patients at the end of phone calls and visits of the ability
• Send an e-mail or SMS to patients advising of the service with a link
• Place a link in Recall reminders
• Place posters and brochures throughout the practice
• Add details to the practice e-mail signature
• Add a default message on treatment plans, invoices, and receipts

Potential Patients

How are you attracting new patients to the practice?

Potential patients need to find your practice before they can use eAppointments. Therefore, eAppointments must be incorporated as part of the marketing strategies such as:

• Website
• Social media
• Advertising material

Not one strategy can be used for patients to use eAppointments, a combination may be required.

Website

Nearly every professional today has some form of web presence, and it’s very important not to be left behind. Word of mouth alone is no longer enough to create a constant influx of referrals.

Some of the benefits of having a website are:

• Showing your potential patients that you care about your practice’s growth and reputation, by keeping up with technology advances and by being where your patients are: online; this increases your practice’s credibility.
• You can introduce potential patients to information they need about your educational qualifications, dental treatments, processes and staff at your practice.
• Maintain continuous communication with your patients about changes at the practice or new product /services offered.
• Differentiation from your competitors.