In this blog, WebHealer – a supplier of websites to members of therapy associations – shares its tips on using a therapist website to save time, and improve the quality of client service.
The paperless office
Slowly but surely we are seeing paper replaced by digital solutions in most people’s everyday lives. In advertising, for example, you’ll be aware that Yellow Pages is a lot slimmer than it used to be – everyone uses Google these days. Administrative procedures too are now much easier to perform digitally than via paper, but are you taking advantage of this as much as you could be?
At WebHealer our primary goal is to help our customers improve the performance of their therapy practices. Often we are advising on matters related to search engines or marketing, but another important area of opportunity is to incorporate your website into your business procedures. Look at repetitive manual tasks that might be carried out more efficiently using online resources. We recently received some very encouraging feedback from one of our customers, Amanda Weller, at www.quantumbeing.co.uk who has been working on improving her admin procedures.
‘I send a link to a website page (hidden from the menu) with my intake form on it to every single new client for them to fill in. Easy, no paper – brilliant. I have another page set up as a ‘thank you’ page which is automatically activated when someone sends the form back to me.
‘I really feel happy referring potential clients to my website, as it’s an effective resource which enables them to find answers to questions they may have before making the decision to work with me. I also use it with existing clients when I want to refer them to certain resources, or remind them how to do a DIY technique, etc’ said Amanda Weller.
If you have a website already, you probably have an FAQ (Frequently Asked Questions) page, which can answer questions potential clients are wondering about. But, as Amanda suggests, consider pages to store information sheets which you may otherwise have printed or stored somewhere else. The convention on the web is that downloads should be in PDF format (as it is safer from viruses), so if you create something in Microsoft Word just remember to save it as an Adobe PDF.
Interactive / feedback forms
Another area with a lot of potential is online forms. These are now within the reach of anyone with a small website. If you have a WordPress website there will be plenty of standard plugins for this. WebHealer clients have an option called PHD Forms, which Amanda uses. You can also just Google ‘online form builder’ and find a number of options at different levels of price and complexity. The more sophisticated (and typically expensive) ones might store the data for you or they might just email the results of the form to you.
Forms can be used in lots of ways such as:
- Patient information or client information questionnaires
- Feedback forms
- Suggestion forms
- Booking forms for courses or events
Automate for ease
Using online forms should not make things more complicated for you. Standardise your procedures and incorporate automated tools to make your life easier as well as providing a more consistent and therefore higher quality service to your clients. By making it easy for you to send forms and collate the answers, it becomes practical to do this as a standard procedure. You can now invite feedback from clients routinely and perhaps pick up ideas to improve the quality of your service or modify things that clients may find confusing.
For more tips and advice on how a website can improve the performance of your practice, see the WebHealer eBook “Using the Web to Attract More Clients”, which has just had a major revision. Download the full eBook, here.