Make sure your clinic is in tip-top condition with our Spring cleaning tips!
Declutter admin tasks with PPS Automations
Use automations to clear your daily admin load – automate day-to-day activities like sending out welcome emails, sharing online forms for your clients to complete prior to their appointments or sending out SMS reminders to avoid missed appointments.
How to approach this
Take some time to map out all of the daily tasks that occur in a typical week at your practice, including clinical procedures and patient management processes. This will allow you to identify any opportunities to automate activities where possible and relieve your workload.
Tips on using automations
• Start slowly
Take some time to map out all of the daily tasks that occur in a typical week at your practice, including clinical procedures and patient management processes. This will allow you to identify any opportunities to automate activities where possible and relieve your workload.
• Don’t overlap
Make sure your automations don’t overlap! You can use the ‘filters’ section in the automation set-up window to make sure your automation is targeted rather than general, this is particularly useful in larger clinics with lots of practitioners or in settings where lots of treatments or services are provided.
• Review
It’s important to revisit your automations every now and again to ensure that they are still serving their purpose. You may also need to make adjustments if there are any changes in your clinic or as legal guidelines or best practice advice gets updated.
Find out more about PPS Automations with our guided demo:
Refresh your schedule using KPI reports
Take full advantage of PPS’ customisable reporting system to get an insight into how your clinic is performing.
One thing most clinics don’t do often enough is rejig their schedules! To maximise your time spent in clinic, it’s important to have some room for a flexible schedule. A diary occupancy report can tell you exactly when you are busiest and will enable you to identify any gaps in your diary. You can break down this report to see results daily, weekly, monthly or even annually! Once you have a good overview of your client’s booking patterns you can adjust your availability accordingly, this could see you taking advantage of later opening times, reduced summer hours or squeezing in those CPD hours more regularly when you can foresee some downtime.
To get the full picture, you can also take a look at your holding list to see if there is a higher demand for certain appointment types, days of the week or particular times and then assess whether you can make any changes to reduce this.
It’s also important to consider your repeat bookings, are you able to get everybody back in for a review when they need it or are clients typically waiting longer to be seen for their follow-up appointments than you would like? Longer wait times could lead to a loss of business, a slight adjustment in your availability could help you to avoid this.
For more information on using PPS to track your KPIs, check out our free webinar:
Tidy up your templates
Activity templates form the backbone of your clinic, from invoicing and booking confirmations to appointment reminders and marketing campaigns, your activity templates support most of your day-to-day clinic tasks.
Make sure that your templates are pulling their weight by giving them a quick tidy-up!
Some things to look at:
Confirmations & reminders
Did you know that having SMS reminders in place can reduce no-shows by up to 50%? Make sure that your templates are effective by including key information such as the time and date of the appointment. Including the location of your clinic or the nearest car park can be helpful for new clients and being upfront about your cancellation policy and any charges that apply for late cancellation or no-shows can help to reduce DNA’s, too!
For a more detailed look at using SMS reminders to reduce DNA’s and how to monitor and measure the changes in your clinic, check out our free webinar, here:
Invoicing
Did you know that you can customise your invoice templates? Including your clinic name, logo and other important information such as bank details can help ease the load when it comes to getting paid, check out our guide on customising your invoice templates in PPS here.
Marketing templates
Whether you are a marketing pro or just want to keep in touch with your clients, you should be taking full advantage of PPS’ communication tools. It is much more cost-effective to retain a client than it is to gain new ones, use PPS to automate follow-up templates to gain feedback, regularly survey your clients and contact them with new offers and general clinic updates.
How PPS can help you to retain clients with marketing & communication tools
- Automate follow-up emails when an appointment is complete to get regular feedback from your clients
- Survey your clients a few times a year to keep up to date with how your clinic is performing, where you are doing well and identify any areas of improvement
- Keep clients up to date with all of the latest clinic activity to keep them in the loop
- Send out offers to loyal clients when possible to make them feel valued
If you need some help or inspiration when it comes to marketing, check out our free marketing masterclass webinar
Hopefully, this article has inspired you to give your practice management tools a little spruce up! Small changes today can lead to a more efficient, organized, and productive clinic tomorrow.
Hopefully, this article has inspired you to give your practice management tools a little spruce up! Small changes today can lead to a more efficient, organised, and productive clinic tomorrow.
With PPS, your practice management becomes simpler, smarter, and more scalable. Whether it’s automating routine tasks, gaining insights from KPI reports, or optimising your client communications, our tools are designed to help you focus on what matters most — delivering exceptional care.
Ready to spring clean your practice?
Start your free 30-day trial of PPS today.
