Group Practice Owners: How You Can Fill Gaps in Your Team’s Schedule
Keeping your team’s schedule full is one of the biggest challenges for group practices. Gaps in the calendar don’t just hurt your bottom line—they can also affect morale and disrupt the flow of your practice.
The good news? There are practical strategies you can implement today to fill those empty slots and keep your team busy with the right clients. Here are three proven tactics to help.
Re-Engage Past Clients To Keep Your Business Full
Your past clients already know and trust you, making them a great source of potential bookings. Sometimes all it takes is a reminder to get them back through your door.
How to Do It...
Send A Targeted Email Campaign To Your Email List
Write a friendly email letting past clients know you’re thinking of them and inviting them to return. Include a compelling reason to book, such as:
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- A new service offering.
- A limited-time discount or package.
- A seasonal check-in, like “Start the New Year Strong” or “End-of-Year Stress Reset.”
Use Personalized Messaging
Mention their past experience with your practice, if appropriate:
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- “Hi [Name], we loved working with you last year on [specific goal]. If you’re ready for more progress, we’d love to see you again!”
Leverage Social Proof From Past Therapy Clients
Share testimonials from other past clients who returned and benefited from additional sessions.
By reaching out in a warm and personalized way, you can reignite interest and bring past clients back to your practice.
Leverage Local Partnerships In The Mental Health Space
Your community is full of potential referral sources—you just need to build the right relationships.
Identify local organizations that align with your practice
- Examples include:
- Schools and colleges for student mental health.
- Gyms or fitness studios for stress management and wellness.
- Churches or spiritual centers for holistic mental health.
Create a referral agreement for your mental health practice
- Offer mutual benefits, such as:
- Sharing referrals.
- Providing workshops or resources for their members.
- Offering a discount for clients referred by their organization.
Host Mental Health Events To Gain Brand Awareness
- Organize free mental health workshops, webinars, or Q&A sessions in collaboration with these partners. This positions you as a trusted expert while giving potential clients a reason to engage with your practice.
Partnerships like these not only help fill your calendar but also increase your visibility in the community.
Optimize Your Booking Process
If your booking process is too complicated or inconvenient, you could be losing potential clients. A streamlined, user-friendly system makes it easier for people to commit to an appointment.
How to Do It:
- Use an online scheduler. Tools like Calendly, Acuity, or your practice management software can let clients book appointments directly without back-and-forth communication.
- Offer flexible options. Allow clients to book sessions at times that suit their schedules, including evenings or weekends if possible.
- Reduce booking friction. Ensure the process is:
- Mobile-friendly.
- Quick (fewer than 3 clicks to book).
- Clear about pricing, location, and cancellation policies.
- Send reminders. Use automated emails or text messages to remind clients of their appointments and reduce no-shows.
A smoother booking process not only attracts more clients but also keeps your existing ones coming back.
Filling gaps in your team’s schedule doesn’t have to be overwhelming. By re-engaging past clients, leveraging local partnerships, and optimizing your booking process, you can create a steady flow of appointments and keep your team busy.
Remember, even small changes can have a big impact.