PatientNOW and Email Marketing for Your Practice

While there are many options for marketing your plastic surgery practice today, few continue to be as popular and effective as email marketing. This cost-effective approach allows you to communicate with both current and prospective patients, alerting them to new services, products and promotions. By creating eye-catching email blasts, you can ensure your patients will take notice of your communications with them and that means they will be more likely to respond to your offers.

Benefits of Email Marketing

There are a number of reasons to incorporate email into your overall marketing plan:

• Helps to anchor patients to your practice for higher patient retention rates

• Allows you to target specific patients for specific services for more effective advertising

• Most patients prefer receiving email to other methods of communication

• Email is one of the most cost-effective ways to communicate with patients

• Allows for the ability to track responses to email marketing so you know what works and what doesn’t

• Ability to market your practice in a variety of ways beyond merely offering discounts

• Allows your patients to forward emails to friends and family that might be interested in your services

Email blasts are an effective way to keep all of your patients tuned into your practice, by announcing new services, additions to your staff or seasonal promotion.

Tips for Success

When using email as a marketing tool, there are a few basic guidelines to keep in mind:

• Keep messages short and make them eye-catching. Use a graphic designer to create blasts that will be sure to get noticed by your patients.

• Use email communication to drive traffic back to your website. Don’t disclose all the information in your email message; instead, offer a link to your website to get more information.

• Preview your blast on a variety of devices to ensure the message comes through correctly no matter which device your patient is currently using.

Automating the Process

You may be reading this wondering how you are supposed to find additional time in your already packed schedule to design eye-catching email blasts regularly. The answer lies in automation, which you can implement using software customized to the specific needs of your practice. PatientNOW products include the ability to do both email and text marketing, with tools to generate patient lists and send custom blasts quickly and easily.

At the same time, PatientNOW software helps you to automate the rest of the administrative duties of your practice, so you spend less time in front of your computer and more time attracting and building relationships with your patients. The products were designed for plastic surgeons by a plastic surgeon, so you can rest assured the tools and features will be geared directly to your own practice.

Plastic surgery is a lucrative field of medicine today, which has created a competitive playing field for plastic surgeons across the country. It is not enough to be the most skilled surgeon, you need ways to let patients in your area know about your expertise and talent so they will come to you for their procedures. Email marketing is just one piece of the puzzle, but it is a piece that can significantly impact your patient base and your revenue.

Bring your plastic surgery practice into the 21st century with software designed just for you. To learn more, contact PatientNOW today at 800-436-3150.


Why Patient Communication is Important to a Growing Practice

Plastic surgery practices face a competitive environment today, so what sets your patient care apart from the rest? Communication is a key ingredient in forging positive relationships with your patients, ensuring they return to you for additional procedures and recommend their friends and family to your practice. There are a number of reasons why patient communication is an essential ingredient in a healthy practice.

Patients Want It

Patients are expecting much more from your practice than the ability to call in during office hours. They want to be able to check test results or ask questions on their time – not yours. By expanding your communication channels, patients are able to engage with your office at times and from places that are convenient for them. Greater patient engagement leads to greater patient loyalty and a healthier bottom line for your practice.

Multiple Options = Convenience

In addition to communicating with you WHEN they want to, patients also want to be able to communicate HOW they want to. Whether a patient is more comfortable with an email, text or good old-fashioned phone call, you need to provide your patients with the options they are looking for. A patient portal becomes a valuable tool in this area, since it allows patients to access their information or communicate with your office from any location and device.

The Benefits of Automated Communication

Automated communication may not seem like the way to enhance your patient relationships, but consider the benefits those automated messages can offer. First, automatic appointment reminders reduce the number of patient no-shows your office has to deal with. In addition, cancellations tend to come more promptly with these reminders, opening up your schedule so you can fit in other patients a bit sooner. Overall, this leads to greater office efficiency in the scheduling department, which in turn leads to higher patient satisfaction.

Patient Retention Back in Focus

Improving communication channels with your patients brings patient retention back into focus for your practice. Many plastic surgery offices make the mistake of putting all their time and energy into attracting new patients, rather than making their current patients as happy as possible. By expanding your patient’s ability to communicate with you, you up your retention level even at the same time you can attract new patients to your practice.

Making the Process Work

You may be thinking by now that while all these tips make sense, integrating them into your practice may seem like more work than you have the time and manpower to handle. That is where customized software comes into play that helps you automate your administrative functions to allow you more time for patient interaction. At PatientNOW, our software options allow you to improve communication channels at the same time you increase office efficiency, ensuring both your patients and your staff remain happy.

Automation is the name of the game for medical practices today, both for increasing efficiency and improving patient relations. Allow PatientNOW to take your office to the next level with automated software systems designed for your specific practice needs. To learn more, contact PatientNOW at 800-436-3150.


Using Before and After Photos to Your Benefit

Before and after photos are an essential component to any successful plastic surgery practice. You use them to market your practice to prospective patients, while patients use them to select the best plastic surgeon for their needs. High quality before and after photos demonstrate the professionalism of your office and give your patients the confidence they need to move forward with their procedures. Now, PatientNOW can help you take your before and after photos to the next level using Med Spa Photo Management.

What is Med Spa Photo Management?

Med Spa Photo Management is a part of our practice management package, which is integrated into the electronic records management (ERM) system. With a simple digital camera in your office, you can create additions for your patient’s chart and your own marketing materials. The simple pull-down tagging system allows you to find your patient’s photos quickly and easily, so you spend less time working with your software and more time demonstrating sharing your phots with your patients.

Benefits of the Program

Med Spa Photo Management offers a number of benefits over other systems for before and after photos:

• Photos save instantly to your patient’s electronic medical record, no uploading required

• Easy location makes for quick placement of photos

• Full markup capabilities with standard web camera and digital camera

• Search by any category including patient, procedure, body area

• Integration with both Canfield Mirror and United Imaging

• Ability to annotate photos for easier reference

• Quick view allows you to browse photos in seconds, with instant pop-up using your cursor

Uses for Med Spa Photo Management

Before and after photos are the most effective way to document your work and attract new patients. Photos stored in Med Spa Photo Management can be used for the following:

• Place anywhere in your patient file for documentation of procedure

• Export into your photo gallery on your Facebook page

• Utilize them in a Power Point presentation to educate patients

• Export them to the PatientNOW gallery for use in marketing materials

• Provide them on any device during patient consultations

Patients coming in for cosmetic treatments and plastic surgery procedures are better educated than ever before. Most know to ask for before and after photos to see documentation of your work and get a realistic idea of what they can expect from their own procedure. The easier it is to find and display the photos your patient asks for, the better the entire consultation process will be for your patient.

Integrated Software Programs

Med Spa Photo Management is just one component of our user-friendly, efficient electronic medical records (EMR) software packages. Other features include administrative and marketing functions that can be customized to the unique needs of your practice. Automate your patient records, billing, scheduling and patient engagement with a single, easy-to-use software system.

With the perfect automation to run your practice, your entire staff will spend less time in front of a computer screen and more time forming relationships with your patients. To learn more about Med Spa Photo Management or any of the features of the PatientNOW EMR packages available, contact PatientNOW today at 800-436-3150.


Transitioning Your Patients to PatientNOW

Perhaps you have already been sold on the benefits of implementing PatientNOW software into your own plastic surgery practice. Now, the challenge will be to turn your patients on to the new system as well. Transitioning patients to your automated processes may seem like a daunting task, but we have a few tips to make that effort just a little easier and more enjoyable for you, your staff and your patients.

Bring Your Staff Up to Speed

Before you can sell your patients on the positive features of your new PatientNOW system, you need to get your staff on board with the new process. Provide proper training for your staff to ensure they are comfortable with the various features of the software. Fortunately, PatientNOW is instinctive and user-friendly, so your administrative staff should catch onto the system fairly quickly.

Educate Your Patients

Once your staff is comfortable with the system, you can begin educating your patients. You can introduce the PatientNOW software with a display in your waiting area or provide one-on-one training when your patients come in for their appointment. Email blasts are another good way to alert your patients to the new software and the many benefits it will offer to them as well as the efficiency of your practice overall.

Tout the Benefits

What are the benefits of switching to EMR? The advantages are numerous, including those that directly affect your patients. Make sure your patients are aware of what your new PatientNOW software can do for them, including:

• Offers them instant access to their medical records from any device

• Ability to communicate with you or a member of your staff quickly and easily

• Easy scheduling without having to wait on hold to make appointments by phone

• Automated reminders about appointments so they never miss a treatment

• Reminders of when touch-up procedures need to be scheduled

• Opportunity to save on treatments with rewards programs or gift cards

It is also important for your patients to understand that as your practice becomes more automated, they will have more face time with you and your staff members that are responsible for their care and perform their treatments. This means more time for questions and explanations before and after treatments and surgeries for a better outcome overall.

Reassure Patients Information is Secure

Patients often fear having their sensitive medical information in cyberspace, where it can seemingly be easily seen or even taken by unknown entities. Reassure your patients that the EMR is completely secure – even more so than the paper files they are accustomed to seeing. With plenty of security features integrated into the system, the only people that will be seeing your patient’s information is you and your patient. Back-up systems also ensure files will never be lost, even if your technology takes a hit due to an act of nature or other unexpected event.

Offer Incentives for Use

Often the hardest part of getting patients to transition to PatientNOW software is simply getting them to use the system enough that they become comfortable with it. Incentives can make a big difference in the early stages of your implementation, such as special pricing for patients that schedule online or rewards that are only available through your website. The more your patients use the PatientNOW system, the more they are sure to like it.

Going paperless is an effective way to maximize your office efficiency and your patient relations. By helping both your staff and patients transition smoothly to the change, you will be more likely to take advantage of every benefit your new system has to offer. To learn more, contact PatientNOW at 800-436-3150.


How does Knowing Patient History Affect Patient Retention?

Patient retention is a key factor in growing a robust plastic surgery practice. Not only does it keep your patients coming back for additional procedures, it also increases your word-of-mouth referrals from happy patients that have made your practice an essential component in their lives. You may already understand the importance of patient retention and you may be taking steps to increase retention in your office. Did you know your patient’s history can have a direct impact on their willingness to return to your practice as well?

Taking Your Patient’s History

Patient retention actually begins with your patient’s first visit to your practice. Now is the time to begin building that relationship with your patient that will open the door to future procedures. The medical history can be the perfect tool for getting to know your patient, based on how you conduct the interview.

Consider shifting your line of questioning from physician-focused, which typically involves asking a long string of medical questions necessary to determining the safety and efficacy of the procedure in question. Instead, use a patient-centered approach that begins with a few social questions and moves into the medical inquiries. This style is much more likely to put patients at ease right away so that relationship can build naturally and comfortably.

Building a Relationship

Once you have initiated a positive relationship with your patient, you can bring your level of patient care to a higher level. By knowing your patient’s social and medical history, you are in a better position to recommend additional procedures that would provide the actual benefits your patient is looking for. In addition, when you know your patient’s history well, your patient feels like a valued part of your practice, rather than a number or revenue generator.

Patient History and Tracking

Patient history can also play a key role in your ability to track your patient’s follow-up care and incentive programs. Knowing your patient’s history of procedures – both with you and with other physicians – gives you the necessary information to establish incentive programs that actually work and promotions for procedures the patient might actually want. Knowing social history, such as your patient’s discomfort with surgical procedures, gives you the knowledge to recommend non-surgical treatments until your patient’s confidence builds with your practice.

Automating the Process

While knowing patient history can offer a myriad of benefits in your patient retention efforts, it can be easier said than done for a busy practice that sees many patients every single week. This is where automation comes into play. First, EMRs allow you to pull up a patient’s file immediately, so all the information about the patient is at your fingertips. It also allows you to coordinate your patient’s information with other providers when necessary, to ensure seamless transition from medical to cosmetic care.

Second, practice management software allows you to automate functions like patient follow-up, so none of your patients fall through the cracks. This ensures that when a patient’s history indicates certain procedures should be recommended or incented, the process moves forward without fail. The efficiency of the right practice management software will keep your patients happy without overtaxing your office staff with administrative duties.

At PatientNOW, we understand the importance of patient retention in your practice and can help you use your patients’ histories to increase the retention rates in your office. Our software is customizable to your specific practice and increases office efficiency so you and your staff can spend less time at their computers and more time working directly with patients. To learn more, contact PatientNOW at 800-436-3150.


The Ins and Outs of Scheduling with PatientNOW

Patient scheduling is an administrative task that can take plenty of time and effort by your staff to maintain. Wouldn’t it be wonderful if there was a software program that could automate your scheduling process and even bring it to the next level of efficiency? PatientNOW software features some of the best scheduling function to date, to help busy plastic surgery offices like yours run at optimal efficiency.

Easy Viewing

Color coding makes it easy for you to view you entire day’s schedule in one quick glance. If you prefer, you can view your schedule on a weekly or monthly basis as well. Color coding makes it simple for you to see the types of appointments coming up in addition to the specific patients you will be seeing. You can create your schedule in blocks and the software makes it easy for you to track wait lists and cancellations. The software also includes automated reminders and confirmation indicators to help you reduce no-shows that impact your efficiency and work flow.

Pre-Defined Appointment Types

Knowing the types of appointments coming up allow you to match the patient to the specific provider and support staff needed for that particular service. You can reserve the appropriate room and equipment for any procedure so the room is ready when your patient arrives. Default options are available for setting proper times for each appointment type. Once your patient arrives, you can also track them through your office so you know where every patient is at a particular time to ensure that staff and equipment is ready for each patient when needed.

Paper-Free Office

Efficient offices are going paper-free or nearly paper-free today, offering patients a more convenient and secure way to store their records. In addition to automated scheduling, software from PatientNOW offers printed check-in documents that your patients simply review and sign when they arrive at your office. You can also set up electronic patient sign-in, making it easier than ever for patients to check in and for you to track your patient flow each day.

Quick to Learn, Easy to Use

With so many options and features to work with, you may be worried that it will take your staff weeks to adapt to the new, automated system. However, the PatientNOW software is completely intuitive and user-friendly, guiding users through the process to make it as simple as possible. Your staff may be ready to implement the new system after just one day of training. New staff members will also be able to work with the system quickly, reducing training time and expense.

Superior Mobility

Because plastic surgeons no longer want to be tied to the office when it comes to managing operations, PatientNOW software can also be synced with Outlook and smartphones to make access to your office completely mobile. You can quickly look over your schedule before arriving at your office in the morning or do a speedy rundown of the following day the night before. Your patients are also able to access their own information from a mobile device, making it easier for them to become active partners in regards to their procedures and treatments.

Scheduling is a core element of your practice, but now that administrative task can be easier than ever before. Thanks to PatientNOW office management software, you can remain on top of your scheduling to increase your patient flow and your bottom line. To learn more, contact PatientNOW at 800-436-3150.


PatientNOW and Social Media

When you begin researching ways to market your plastic surgery practice, you likely will not get far before you start learning about the importance of incorporating social media into your marketing plan. Social media channels have become the go-to place for people to communicate with one another, as well as find new products and services they might be interested in using. Social media takes your marketing to the next level, allowing your patients and prospective patients to actually interact with you, rather than simply getting fed information that you provide. There are a number of reasons why PatientNOW is including social media services in our practice management software products.

Prevalence of Social Media

According to a 2013 survey published in the journal Plastic and Reconstructive Surgery, around half of all plastic surgeons were using social media to market their practices. Those numbers have likely increased in recent years, as more people are turning to social media in general and more social media channels are now available. This means that if you are not currently using social media to promote your practice, you are at a disadvantage to 50 percent or more of the practices marketing the same services you are.

How to Use Social Media Effectively

There are a number of steps you can take to not only incorporate social media into your practice marketing, but also to make the channels as effective as possible in your promotion efforts:

• Designate a Manager – Select someone in your office to manage your social media accounts or hire an outside source so that you have a single entity dedicated to keeping your sites up to date.

• Determine Your Goals – Determine whether your primary focus of your social media campaign will be to build brand identity, increase leads or improve patient retention.

• Keep it Coming – Consistent posts are an essential component to any successful social media campaign.

• Respond to Comments – Show your patients and prospective patients how attentive your office can be by responding to questions and comments on your pages quickly.

• Establish a Policy – Since your social media pages will be reflecting your brand and your practice, establish some rules about what is and what is not acceptable to post on these pages.

Automating the Process

While social media can be an effective method of building your practice, it can also be a time- consuming one. Free up time for your staff by automating as much of your practice management as possible. With PatientNOW software implemented in your office, you can not only manage the daily patient flow and administrative duties, you can also increase your patient engagement and retention without using excessive and valuable staff time to make sure no one falls through the cracks.

What PatientNOW can do for You

In addition to our software products, PatientNOW also provides advantEDGE, consulting services to bring your practice to the next level. In addition to providing you the support necessary as you implement automation into your office, we also offer social media support to help you use social media channels as effectively as possible to market your practice.

Whether you are trying to improve the efficiency of your office through automated services or looking for ways to increase your patient engagement and retention, PatientNOW can help. Contact us today at 800-436-3150 to find out how we can help you bring your practice to the next level.


Integrating Patient NOW in Your Practice

You know you need to have electronic medical records for your practice under federal regulations. You also know automating your practice management will make your practice run more accurately and efficiently. You are even aware that automation will mean more face-to-face time with your patients. What you don’t know is how easy it will be to integrate the necessary software and hardware into your practice.

The good news is integration of PatientNOW is easier than you might think. As long as you meet the proper technical requirements for implementation, the installation and integration should be relatively seamless. All of the technical requirements are listed clearly on our website to help you prepare for your new EMR and office management software.

Seamless Integration

PatientNOW integrates well with any plastic surgery practice because it was designed by plastic surgeons for plastic surgeons. The PatientNOW founder spent two years in a plastic surgeon’s practice to design software specifically for aesthetic medicine. This software is tailored for plastic surgeons, cosmetic dermatologists, and even medical spas.

Running Your Office

Because the software is specifically geared to aesthetic medical offices, the structure and features will integrate seamlessly into your practice. Specific features of the software include:

• Ability to automate your scheduling process, including patient reminders

• Automated billing software to keep your accounts organized and up to date

• Electronic patient records make it easy to find and share information

• Electronic prescriptions to prevent errors and ensure patient safety regarding medications

• Online patient forms allow your patients to complete paperwork at home

Once you discover how much more efficiently your office can run with automated management, you will wonder how you ever lived without it. These features can all be customized to your practice, allowing you to make the most of the software in terms of efficiency and practicality.

Serving Your Patients

Aesthetic medicine isn’t just about providing quality patient care – plastic surgeons and cosmetic dermatologists also have to be able to attract and retain patients and generate referrals to help their practice grow. For that purpose, we also provide patient acquisition and retention (PAR) software that gives you all the tools you need to track your patient inquiries all the way to their first and subsequent appointments.

The PAR software is like having another employee in your office with a perfect memory for every patient that contacts you with an inquiry to patients that require regular treatments to maintain their positive cosmetic results. This software will ensure that no patient inquiry falls through the cracks with automated follow-up that will make every prospective patient feel like a valuable addition to your practice.

In addition, PAR software increases your patient retention, by allowing you to establish campaigns and reward programs to incent your current patients to come back. You can automate reminders when it is time for patients to come in for their touch-up procedures or even acknowledge their birthdays with a special deal just for them. By connecting with your patients on a more intimate level, you will increase your retention as well as your word-of-mouth referrals you depend on from your current patients.

PatientNOW software offers everything you need to take your office management and patient service to the next level. Once your software is installed and up and running, you will see how advantageous it can be. Instead of hiring additional office staff to keep track of your prospective and current patients, your software will do the tracking for you. With features specifically designed for your type of practice, you will quickly see why PatientNOW is becoming a top choice in automated systems for plastic surgeons and cosmetic dermatologists across the country.

To learn more about your options in PatientNOW software, contact our office today at 800-436-3150.


Practice Management Tips You Need to Implement Now

Most physicians don’t put practice management at the top of the list for things they want to spend time doing. However, a successful practice depends on proper management, which starts at the top and trickles down through the entire staff. If you are at a loss on how you can take your practice management to the next level, PatientNOW has some tips for you to consider.

Go Paperless

The age of EMR is here, so why not embrace the electronic age as it can improve the efficiency of your practice. In addition to online patient records that are much faster to access and update, automated coding can be used to improve the speed and accuracy of your billing process. Patients can check and update their information from the comfort of home or any location, while you no longer have to keep patients in your waiting room filling out reams of paperwork.

Increase Your Scheduling Efficiency

Your patient schedule can be easier than ever before, thanks to automated systems for scheduling, tracking and even sending appointment reminders. Automated scheduling makes it easy to track your patients for the purpose of building loyalty as you customize your engagement to the unique needs of each patient. Automated reminders significantly reduce your number of patient no-shows, increasing your office efficiency and your revenue.

Automate Your Processes

Scheduling isn’t the only type of automation you can implement to increase your practice’s efficiency and productivity. With the right tools, you can ensure none of your patient inquiries fall into the cracks by providing automated follow-up to all contacts. You can also provide the necessary follow-up for current patients to remind them to schedule maintenance treatments or alert them to other procedures they might be interested in.

Incent Your Patients

As your office becomes more streamlined and efficient, you will have more time to devote to marketing strategies that will help you build your practice. With the help of the right software, you can set up regular communication with your patients to alert them to specials or new procedures offered at your office. You can also establish a reward program for regular patients to encourage them to come in for regular maintenance treatments.

Incent Your Staff

The efficiency, professionalism, and patient-friendliness of your office will only be as good as the staff you hire. Once you have brought on the best people to run your practice with you, keep them in top form with incentives that demonstrate your practice’s priorities and commitment to patient service and care. By rewarding the office staff that treat your patients best, you show the entire staff the importance of serving patients at the highest level. In addition, devote more time to training your staff so they are equipped with all the tools they need to keep your office at peak level.

Automation of all your processes begins with the right tools for the job. PatientNOW has the tools you are looking for with software that will help you increase the efficiency of your office as well as your patient acquisition and retention. With the ability to customize all of our products to your unique needs, you can rest assured your office will be in good hands and you can dedicate more time to caring for your patients and less to sitting in front of your computer.

To learn more about the software options available through PatientNOW, contact us today at 888-644-2987.


5 Ways to Maximize Patient Engagement

Plastic surgery has brought a whole new level to patient engagement, as practices are discovering it is much more cost-effective to keep current patients than to attract new ones. Cosmetic treatments lend themselves well to the concept of patient engagement since many require ongoing maintenance procedures to keep up results. Patients may also choose to explore other options in aesthetic procedures as they see the positive results from their initial treatments. PatientNOW has five effective ways to maximize patient engagement to increase patient volume and your revenue flow.

Emphasize the Benefits of Your Patient Portal

The patient portal is a way for your patients to take charge of their cosmetic treatments and gain the information necessary to make good choices about their aesthetic care. Make sure your patients are familiar with your portal and know how to use it to manage their records and communicate with your staff. The portal is also a way to increase your administrative efficiency as patients can manage their personal information online rather than over the phone or in your office.

Kick up Your Office Efficiency

Automation is the key to upping your efficiency level so you can spend more time with your patients and less in front of a computer screen. The right practice management software will allow you to automate appointment reminders, color-code appointments and even track patient requests. When you can synch this software to your mobile devices, you can take your office with you wherever you go, for even greater convenience and streamlining ability.

Enhance Patient Follow-Up

Plastic surgeons get numerous inquiries from prospective patients every week and it is important not to let any of those inquiries fall through the cracks if you are to make the most of your marketing efforts. Automating patient follow-up will ensure every patient receives the attention necessary to take the next step and book an appointment. In addition, automation can help you reach your current patients with other procedures they might be interested in or to remind them of upcoming maintenance treatment needs.

Make Use of Ongoing Communication

Communication is an important element in building a positive, long-lasting relationship between a plastic surgeon and patient. Patients should have access to your office for asking questions or sharing concerns, while you will want to keep your patients abreast of new procedures you might be offering or special offers from your practice. A monthly newsletter is one way to keep lines of communication open with your patients, which can easily be generated online using your patient portal and your patient engagement software.

Help Your Patients Save Money

The cost for elective procedures comes directly out of your patient’s pocket, so anything you can do to make the process more affordable will build patient loyalty and word-of-mouth referrals. Reward programs are a good way to give your regular patients a break on the cost of their procedures and can be easy to implement with patient engagement software designed for this purpose. Monthly specials can also be conveyed through your regular communication channels like your newsletter, which will bring in both patients that get those treatments regularly and those that want to try out a procedure for the first time.

It takes more than skill and experience to build a healthy plastic surgery practice today. Patient engagement is a key component to both patient retention and acquisition through word-of-mouth referrals. To learn more about how our software solutions can take your patient engagement to the next level, contact PatientNOW today at 888-644-2987.