Welcome Sequence Checklist
Complete the checklist below to prepare for new patients walking in the door:
- Decide On Your Appointment Structure
- Equip The Front Desk To Make A Great First Impression
- Get Your Paperwork Ready
- New Patient Consent Forms & Pre-Assessment Survey
- Set Up A Place To Take Before Photos
Welcome Sequence
Appointment Structure
The appointment structure will vary depending on your unique clinic setup. However, you can use the structures below as a general guide:
Welcome, Paperwork, Before Photos: 10 minutes
Consultation: 15-30 minutes
Consent & Intro Treatment: 15-30 minutes
Checkout & Set Next Appts: 10 minutes
Total Time: 50-80 minutes
You’ll have a better idea of the actual appointment time after you have performed a few appointments.
Creating A Great First Impression
- Big smiles, great by name, offered drinks and shown the restroom.
- Communicated exactly what will happen next.
- Paperwork, consulting, treatment (mirror expectations set while booking the appointment. Congruence = trust.)
- Have them meet the person they spoke to while booking the appointment, especially if there was a good connection.
- Take into account any special details discovered on the initial phone call (mood of the person, the husband doesn’t want to know, has kids, etc.)
Paperwork
- Give them your NEW PATIENT (not consent) forms. Let them know consent forms will be signed after the consultation, according to what treatment they may get.
- Get them to fill out the Pre-Assessment Survey.
Every new patient should complete a pre-assessment survey before attending a consultation. This will remind them why they took action in the first place and will help the consultant better understand their needs.
Before Photos
Taking before photos is important for 3 reasons:
- It gives you a baseline for future improvement.
- It shows the patient you are serious about improving their appearance.
- It is legal documentation protecting you from litigious patients.
How to take before photos:
- Dedicate a specific clinic area with consistent lighting. It doesn’t have to be fancy. The photo on the right is a great setup.
- Take photos of front, oblique, lateral, and full motion if doing injectables. (You should have also received instructions for this from your aesthetics professionals.)
- Pic Stitch can make simple collages of your B&A photos. Keep things simple so it gets done consistently.