Every week, we talk to practices that feel stuck. They’re doing the right things—sending emails, replying to texts, posting on social—but still not seeing results. Patients aren’t booking, and it’s frustrating.
Here’s the truth: just sending messages isn’t enough. You need to know if your messages are working—and what to do when they’re not.
Step 1: Know What to Track (Without Getting Overwhelmed)
Start small. You don’t need to track everything—just a few key numbers can show you a lot.
Here’s what I recommend checking first:
- Open Rate → Are patients even seeing your message?
- Click Rate → Are they engaging with the content?
- Reply Rate → Are they responding?
- Booking Rate → Are they taking action?
You can find this info in your email platform, SMS dashboard, or CRM. If you’re using Powr Connect, these metrics are already built into your dashboard.
Step 2: Find the Gaps
Once you have the data, look for drop-offs:
- Great open Rate but low clicks? Try a more straightforward call to action.
- High engagement but no bookings? Your booking link may be too hidden.
- No opens at all? It’s time to test new subject lines.
Here’s the thing: every gap is an opportunity. Small changes can lead to significant results.
Step 3: Make One Simple Change at a Time
It’s tempting to change everything at once—but you won’t know what worked.
Try one of these this week:
- Swap your subject line to include emotion or urgency.
- Send your follow-up message 12 hours earlier.
- Add a booking button right after the first paragraph of your email.
- Personalize the opening with the patient’s name and a “we thought of you” tone.
Watch what happens. Then tweak again next week. That’s how you build a system that works.
Step 4: Use Tools That Help You Improve
You don’t have to do it all manually. Here are a few tools I’ve seen make a real difference:
- Email tools (like MailerLite or Constant Contact) to see opens and clicks
- CRM systems (like Powr Connect) to track full patient journeys
- Chatbots to auto-respond and gather quick feedback
- Surveys to learn what your patients want
When your tools talk to each other, you can finally see the big picture—and make smarter choices.
Final Thoughts: Progress Over Perfection
The best messaging strategies don’t start perfect—they get better with every tweak.
When you track the right numbers, test small changes, and stay consistent, you’ll start to see real movement: more replies, more engagement, and more booked appointments.
It’s not about working harder. It’s about messaging smarter.
Ready to put this into practice? Start with one message this week. Then visit powrpractice.com to get the tools that make tracking and improving your communication easy.
