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Your clients are the lifeblood of your clinic.
Each new client presents an opportunity to grow your business and to establish long-term relationships, which are essential for your aesthetic business’s success.
Converting potential clients into loyal patients, however, requires a thoughtful and strategic approach. How can you ensure that every inquiry is managed swiftly and with care? What steps can you take to guide prospects onto a journey that encourages repeat visits?
By creating a focused marketing plan and using practice management software that supports a smooth patient experience, you can attract more potential clients and keep them coming back.
In this blog, we’ll guide you through an 8-step plan to help you attract, engage, and retain more clients for your aesthetic business.
Pre-onboarding stage: How to attract and capture more leads
Developing a strong online presence
Your website and social media pages are often the first place that potential clients will see and interact with your business and your brand.
Make sure that your online presence is professional, up-to-date, and as enticing as possible. That means including detailed information about your services, before-and-after photos, customer testimonials, and clear, concise messaging that grabs your prospects’ attention.
Using SEO and PPC techniques more effectively
Search engine optimization (SEO) – and local search marketing – is a great way to improve your search engine rankings and make it easier for prospects to find your clinic online. There are several different strategies you can follow, though bear in mind each takes time and effort.
Recent studies show that organic search accounts for a significant portion of website traffic, with up to 53.3% of web traffic coming from organic search. Additionally, organic search boasts a conversion rate of 14.6%, compared to a 10% conversion rate for pay-per-click (PPC) advertising.
While PPC can provide quicker results and can be a powerful tool for immediate visibility, it often consumes a larger portion of your marketing budget.
Creating more engaging marketing
With so much competition in the aesthetics industry, you’ll want your clinic to stand out by creating visually appealing, informative marketing materials that highlight the services that you offer.
Use a variety of channels — such as brochures, videos, flyers, and social media ads — to reach potential clients in multiple ways and effectively educate them on the benefits of your treatments.
Once you grab their attention, make it simple for potential customers to contact your clinic. The easier it is for them to connect, the more likely they will choose your clinic.
Your 8-step onboarding plan with practice management software to attract more aesthetic clients
From easy contact to personalized follow-ups, each step focuses on a smooth, stress-free experience.
With the right tools, like practice management software, you can automate bookings, reminders, and follow-ups while keeping the process personalized and efficient.
These steps will help streamline your client journey, increase conversions, and grow your business, all with the help of a robust practice management software.
1. Make their initial contact as easy as possible
When your prospects are finally ready to enquire or book a consultation, you want to make the process as simple and streamlined as possible.
One button, one click.
If they have to wait for a call back to book an appointment, search around for a form to fill in, or spend time listening to a number ring out, they won’t convert.
To convert prospects into leads, minimize barriers by providing multiple, easy ways to contact your clinic — such as WhatsApp, social media messaging, email replies, and an online booking form.
Each option should be accessible with just one click, ensuring a seamless experience that encourages them to reach out without delay.
Dr. Richard Etok of the London Face and Skin Clinic exemplifies this efficiency by sharing a direct registration link via WhatsApp and including it on his Linktree, making the onboarding process quick and effective for new clients.
2. Help your prospects help themselves
After the initial contact, reducing the need for back-and-forth phone calls or emails over simple booking changes or information requests can make a huge difference.
You want to give your prospects a single, simple link to register their interest and get in touch, giving them power and control.
This approach allows them to choose the best time for them to engage, eliminating the need to wait for a response or reconsider competitors. When ready, they can book a consultation directly, streamlining the process and reinforcing their decision.
The right software can help you manage consultation times based on the type of treatment and block out times when you’re unavailable, making it easier to schedule appointments and allowing prospects to focus on their needs instead of filling out paperwork, increasing the likelihood of conversion.
3. Automate confirmations and reminders
The next step is to confirm the booking. When potential clients lack clear information about what to expect from their appointments, they may feel misled or ignored, prompting them to seek services elsewhere.
And when you’re running a busy aesthetics clinic, it’s all too easy to forget to send appointment consultations, prep your prospects on what to expect, and remind them of consultation times.
That’s why practice management software is invaluable. It automates confirmations and reminder communications, so you don’t have to worry about them, reducing no-shows and cancellations. More importantly, it helps you create a more engaging and personalized experience for your clients.
For example, when a prospect books a consultation, the software can automatically send a confirmation email, provide directions to your clinic, and send a text reminder as the appointment approaches.
4. Share customized medical forms and health questionnaires
Medical forms and health questionnaires are a crucial part of any clinic onboarding process.
For staff, they’re absolutely essential and need to be as complete and accurate as possible. But for prospects, it’s long-winded paperwork that can feel intrusive, exhausting and even a little scary… if not managed correctly.
Clinic management software simplifies this process by allowing you to create customized medical forms and health questionnaires. You can tailor forms for specific treatments, asking only the relevant questions.
Plus, send them out digitally so a client can complete them in their own time, at their own convenience. No more piles of paper to deal with!
5. Create personalized experience and treatment plans
Sometimes, the most effective way to convert more clients to your aesthetic clinic is to focus on good old-fashioned customer service — something that’s all too easily overlooked these days.
You want your clinic environment to be as warm and welcoming as possible for that initial consultation. That means an inviting, comfortable reception area that make clients feel comfortable and more likely to return
Using smart tech like AI as a scribe during the consultation simplifies the process when it comes to listening and collecting key information. It means you can fully focus on the client, instead of hastily scribbling your notes.
This way, you can create a unique and personalized journey for clients, from the moment they enter your clinic to the moment you present them with a customized treatment plan.
6. Build a relationship with consultation follow-ups
After the initial consultation – when you’re busy with other prospect enquiries and you’re carrying out treatment on existing clients – it’s easy to forget about that lead and leave them to their own devices.
That’s a shame, because prospects are unlikely to book the quoted treatment on their own without some encouragement. To stay top of mind, you need to remind them of their treatment plan, showcase the benefits, and demonstrate your expertise.
Clinic management software can help you maintain engagement with prospects, nurturing relationships that lead to conversions. For example, you can use Pabau to send follow-up emails or text messages thanking them for their time and outlining the next steps.
Additionally, if you sell high-ticket services, being able to send out a branded quote to a client can help you stay one step ahead of the competition.
7. Streamline appointment bookings
Clinic management software gives your prospects an easy and convenient way to book their appointments, directly from the emails and/or text messages you’ve been sending as part of your onboarding journey.
You might also want to give your prospects the option to book in for all their treatments in one go – over the course of a few weeks or months – if they require multiple visits.
Offering the option for prospects to book multiple treatments at once can help secure their commitment and encourage them to follow through. Additionally, requesting a deposit at this stage can help you filter out time wasters so you only get bookings from high intent clients.
For example, Camille Armstrong of Secret Enhancements found that using Pabau allowed her to focus on genuinely interested prospects by streamlining online deposits, making the booking and payment process quick and efficient.
8. Chase up and re-engage leads
The final stage of your 8-step onboarding plan to convert more clients is to double back and focus on those you missed. These individuals are still warm leads that can be converted into clients.
Using clinic management software, you can easily track and follow up with these prospects.
You could manually reach out to them, via phone, text or email, or you could build automated lead nurture sequences that send off emails to increase the chances of converting them, without you lifting a finger.
You can customize promotions and discounts based on:
- Clinic activity (new services and offers)
- Duration of prospects in your onboarding process
- Their potential value to your business.
The more enticing the offer, the higher the likelihood of converting these leads into clients.
Tips for effectively converting and onboarding spa clients
Converting prospects into loyal clients requires a strategic approach that enhances their overall experience from the first touchpoint to their ongoing engagement with your spa.
Here are some essential tips to help you convert and onboard spa clients successfully.
Optimize your online presence
Creating a user-friendly website is the number one tool for attracting and converting prospects.
To start, ensure your site is easy to navigate. Organize your services into clear categories and include an intuitive menu, which helps visitors quickly find the information they need.
A visually appealing design is also important. Use high-quality images and a clean layout that reflects your spa’s welcoming atmosphere.
Providing essential information helps prospects make informed decisions. Clearly outline your services, pricing, and special offers, and consider adding a FAQ section to address common questions.
The more transparent, the better.
Finally, enhancing your online presence through SEO and customer reviews can significantly impact your spa’s success. Optimize your website for search engines by using relevant keywords, creating engaging content, and ensuring it’s mobile-friendly.
And considering that 91% of 18-34-year-old consumers trust online reviews just as much as a personal recommendation, displaying your reviews online plays a key role in establishing your reputation with customers.
Plus, always encourage satisfied clients to leave positive reviews on platforms like Google Business and respond to all reviews to show your commitment to customer service.
Use targeted promotions and offers
💡Did you know? Creating personalized and time-sensitive promotions is a powerful strategy for attracting clients to your spa, since they can increase click-through rates by up to 5-10 times.
Start by analyzing client data to identify trends and preferences at your business, including popular services among different demographics.
Consider implementing limited-time promotions that create a sense of urgency. For example, offering a discount on a popular treatment for a short period can prompt potential clients to book appointments sooner.
Or consider seasonal promotions that tie into holidays or special occasions, such as a “New Year, New You” filler package in January or a “Summer Glow” special before the warmer months.
Finally, be sure to communicate these promotions effectively through your website, email newsletters, and social media channels with eye-catching visuals and clear messaging to highlight the benefits of your offers.
Leverage social media for engagement
Social media platforms provide an excellent opportunity for spas to connect meaningfully with potential clients. By sharing engaging content, such as client testimonials and before-and-after photos, spas can showcase the effectiveness of their treatments and build trust with prospective clients.
Promoting special deals, events, and new services regularly keeps the audience engaged and encourages them to take action.
Also, don’t be afraid to get in front of the camera and show your personality and expertise – this is what builds trust.
Interacting with followers by promptly responding to comments and messages, asking questions, and sharing behind-the-scenes glimpses helps foster a sense of community and connection. The engagement can lead to more clients choosing the spa’s services over competitors.
Provide flexible payment options
Everyone has different financial situations, so having a range of payment options provides more flexibility and widens to pool of clients you can serve. Lots of people simply won’t go to practices that are cash only, right?
In fact, this report suggests cash only just doesn’t work for small businesses. It can alienate consumers, reduce sales revenue, and create a poor client experience.
Good practice management software should provide multiple payment methods at checkout, including cash, card, and contactless payments, like Apple Pay. If you have a really good system, you can also enable them to pay via:
- Credit on their account
- Gift vouchers
- Pre-purchased packages
- Membership packages
Using an integrated payment system is also just better for business. It syncs all your payment data in real-time, eliminating manual reconciliation and reducing errors – creating a seamless payment experience for clinics and clients.
Why you need clinic management software
For med spas, having the right practice management software is essential for capturing leads and onboarding clients efficiently. The software automates many processes that would otherwise be manual and time-consuming.
A practice management software can automate appointment scheduling, send reminders to clients, and facilitate easy communication through multiple channels.
Pabau is an excellent all-in-one practice management software solution specifically tailored for medspas. It offers a suite of features designed to enhance lead management and client onboarding, such as:
- Customizable appointment scheduling: Clients can easily book appointments online for a simple, frictionless scheduling process.
- Automated follow-up communications: Automatically send personalized emails and SMS to nurture leads and remind them of their treatment plans.
- Integrated client profiles: Maintain comprehensive records of client interactions, preferences, and treatment history – all fully digitized.
- Marketing automation: Create targeted email campaigns and promotions to engage prospects and encourage them to book treatments.
- Analytics and reporting: Access data-driven insights to track the effectiveness of your lead management strategies and adjust your approach as needed.
Simplify your client onboarding with Pabau
Effective client onboarding is crucial for converting leads into loyal clients in the medspa industry.
By optimizing your online presence, leveraging social media, utilizing targeted promotions, and providing flexible payment options, you can create a seamless experience that attracts and retains clients.
Pabau enhances these efforts by streamlining appointment scheduling, automating follow-up communications, and maintaining comprehensive client profiles.
With Pabau, you can simplify your client onboarding process, ensuring potential clients feel valued and engaged, all from their first interaction✨
Ready to transform your client onboarding experience? Book a demo today!
