.png)
In our very first live webinar, Engage & Retain: Strategies for Successful Patient Recruitment and Monetization, OptiMantra’s Lauren Vetter and Janet Casbon took attendees through a practical framework for attracting, engaging, and retaining patients—while building sustainable revenue models for clinics of all sizes and specialties.
Here’s a quick recap of the key takeaways:
The Three Pillars of Growth
Lauren and Janet broke down growth into three core pillars:
- Meet Patients Where They Are
Make it easy for patients to find and connect with your practice by optimizing your digital presence—from SEO and website structure to local listings and referral partnerships. (PS they mentioned this resource as a helpful tool!) - Design Recurring Offerings
Packages and memberships aren’t just for med spas. They’re a proven way to boost revenue, improve patient loyalty, and stabilize clinic operations across many care models. - Drive Success, Track Failures
Set up systems to monitor what’s working—and what’s not. Use your EMR and CRM to track referrals, conversions, usage, and ROI so you can double down on high-performing strategies.
Getting Discovered Online
Lauren walked through the fundamentals of modern patient recruitment:
- Build a conversion-optimized website with clear bios, pricing, service info, and calls to action.
- Create SEO-friendly blog content using tools like ChatGPT (with edits for accuracy and uniqueness).
- Set up Google Business Profiles and register your site with Google Search Console and GA4.
- Leverage tools like SEMrush or Moz to track rankings and spot opportunities.
- Maintain active, branded social media accounts connected to your online booking.
Pro Tip: Use QR codes in-office and automated text messages to drive Google reviews. OptiMantra’s two-way texting add-on makes this easy.
Recurring Revenue with Packages & Memberships
Janet, drawing from her experience running a med spa, explained how structured offerings like packages and memberships transform the patient experience—and your bottom line.
Common models include:
- Service Packages: e.g. Buy 3, get 1 free
- Prepaid Credits: e.g. $100/month credits banked for future services
- Time-Based Memberships: e.g. Monthly VIP plans with exclusive perks
Perks = retention. Think discounted add-ons, VIP access, birthday gifts, loyalty points, and direct messaging with providers.
In OptiMantra, you can tag patients by membership type, track perks and redemptions, and automate notifications for unused sessions or upcoming expirations.
Pricing, Tracking & Legal Protections
- Keep offerings simple, clear, and easy to explain.
- Use upfront payments, monthly auto-pay, or custom financing (with caution).
- Track usage and redemptions closely to understand engagement and manage liabilities.
- Establish signed terms and refund/cancellation policies to avoid chargebacks.
- Collect first payments in person when possible to reduce fraud risk.
Bonus Tip: Use SuperBills in OptiMantra to provide patients with clear documentation and maintain audit trails.
Promoting Your Offerings
- Include promotions in newsletters, social media, flyers, and website banners.
- Avoid analysis paralysis—start with one simple offer, track it for 60 days, and adjust based on feedback.
- Ensure team alignment: everyone in your practice should be able to clearly explain your offerings.
Practice your pitch and role-play with your team. Consistency = confidence.
What to Track
Make your EMR and CRM work for you. Track:
- Enrollment rates in packages/memberships
- Revenue and margin from recurring services
- Cancellation and no-show trends
- Referral sources and ROI using UTM links and tags
- Patient satisfaction via surveys or follow-ups
Lauren emphasized:
“You know it’s working when cancellations go down and repeat visits go up.”
How to Get Started
Don’t overthink it. Start small:
- Pick one new offering (a simple package or basic membership).
- Decide pricing and perks.
- Train your team.
- Promote it across at least three channels.
- Track engagement and results for 60 days.
What’s Next?
If you missed the live session, check out the recording here:
As Janet said:
“Start simple, scale with feedback, and make it easy for your staff. You'll be amazed at the results.”
Ready to Grow?
Join our OptiMantra Official Users Facebook Group to share what’s working and get ideas from others. Not yet using OptiMantra? Start a free trial or schedule a demo.
