Appt Booking Strategy

The Forever Booked appointment booking strategy is simple:

1. Leads come in from Meta ads, SMS campaigns, your website and the Referral Rocket System.

2. Every lead gets a follow-up schedule: texts from Ivy (our AI assistant) plus calls from a real person.

3. A setter works the schedule and books them. That's someone on your team or one of our Growth Setters, working alongside Ivy from the Action Required list.

The goal is not just booked appointments - it's booked appointments that show up.

Who does what

You and Ivy, our AI texting assistant, work every lead together.

• Ivy handles the texting no human could keep up with.

• You handle what only a person can do well: phone calls, booking, and taking a card.

Three pillars of appointment booking

1. Speed comes first. Call new leads within 5 minutes, and answer anyone who texts back right away. Interest fades by the minute, and most low pickup rates come down to calling too late. Replies beat calls: if a lead texts back while you're about to call someone else, answer the reply first.

2. Call and text, never just one. Send a quick heads-up text, call, and text again if they don't answer. On a lead's first day, double dial: call twice back to back, once in the morning and once in the afternoon. After that, every lead follows its call schedule. Record each outcome and let the schedule bring them back; never snooze a lead just to remember it.

3. Always take a card. New patients without a card on file often don't show. Your clinic either saves a card on file or takes a small deposit; either way, do it on every new-patient booking. Skip it for loyal existing patients: "For this offer we usually take a card, but since you're such a wonderful client, we won't need that."