The Zero Overhead Practice – 7 free tips for a new business paradigm

When I first graduated, we had learned in school that 50% overhead was the norm. In my first decade of practice, I found that I got comfortable with this reality. The problem was not so much the cost of running my clinic, but the lack of efficiency that seems to bundle along with those expenses.

And then there was this thing called the internet. And everything changed. Flash forward to today and you will find that many old timers like me are still living in that high overhead box.

The problem is that conventional marketing has stopped working and new client acquisition is becoming an elusive art.

Social media is a huge part of marketing ourselves but it’s complicated counterintuitive and often out of reach for the older generations.

All of this adds up to a steady decline in our bottom line.

Think outside the box

Now more than ever,  I contend that the best way for your business to soar is also the cheapest. Word of mouth is exactly where your focus should be. Making it easy for patients to refer and building your online reputation is easy when you have the right tools.

The kicker is, you can make that go viral with the proper tools.

Social media is a huge part of marketing ourselves but it’s complicated counter-intuitive and often out of reach for the older generations.

Customer relation management is another vital part of today’s success parameters.

The best way to increase your business is to embed your referral marketing program within the communications you normally have with a client. This way, you never miss an opportunity to get a referral or increase your reputation and ranking online.

1. Mailchimp integration and marketing automation

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You can easily configure your mailchimp free account to sync with OpusTime’s Online booking system.

Once you have done that, it is a matter of composing an automated email that will be sent each time a new client schedules an appointment with your business. All of this sounds harder than it is and is probably the number one way to keep your audience and grow it.

2. Don’t miss an opportunity to share your Online Booking Site

Let’s face it, people are using facebook all day long. So I always make sure that every automated communication via email or SMS also contains my Book Now button. Every chance I get. I try to teach them to use my online services because they are never more than a few clicks away from their facebook friends.

3. If you instruct them to share, they will most likely do it.

Even though social media is very popular, most people do not have the reflex of promoting other businesses. If you tell them what you expect, then they most likely will be in a position to comply and even develop a habit of using social media to refer you to their friends. SO make sure you always include an easy way to share on your message templates communications and even on invoices.

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4. Add your google maps listing and facebook page to the communications templates.


Every time someone tells me they are feeling better thanks to the care they received in my office, I always sent them a quick SMS template with an easy access to the review feature. I find that people are often way more generous in writing than they are verbally. Hardly any other professionals collect reviews. If you manage to have a few dozens, you will automatically attract traffic to your services. That is the cheapest available way to get free referrals!

5. Follow Up or Schedule.

Usually, when clients check out, I either book their next appointment or schedule a followup for when I think they should come back in. I let them know I will and on that particular day, they receive an SMS with a Booking Link. I can do all my followups in less than a minute per day, and it is the best way I know to keep my business soaring.

6. Be grateful and show it!

Never miss an opportunity to send a thank you message to referring contacts or clients. You can use template and mass SMS to do so in a few seconds per day.

These messages are always well received and people feel appreciated when you say thank you. Make sure you include a link to your social media profile to provide them with yet another opportunity to refer.

7. Birthday wishes are always a good way to keep in touch.

Make sure you never miss a birthday and always send warm wishes to your clients on their birthday. You would be surprised to see them refer a friend on that same day or even schedule their own family member.

All of these are just simple and easy ways to control the faith of your business and keep the bottom line where you like it. Take advantage of the new paradigm shifts that are happening and make sure your business soars!

10 OpusTime Features That Scare Your Receptionist.

Opustime - Appointment Scheduling Program

When we look at practice management software. We often look at them for the feature set they offer. Sometimes, however, we would gain valuable insights if we only knew how those features interact with each other to create so amazing ways to catapult our business.

Okay, so maybe I am exaggerating when I say that your front desk staff will be scared of these 10 tips. But it sure does make their job feel a bit obsolete.

1. Automatic appointment confirmations and recalls.

Since those are done for you, then that definitely means less work. OpusTime lets you configure exactly when and how you want those appointments confirmed. Same thing for reminders. OpusTime will send those messages via SMS or email to completely eliminate no-shows.

Complete control of reminders and confirmations.

2. Billing templates for super easy invoicing and payments.

OpusTime appointments are more than colour blocks in your schedule. They are linked to billing charges and notes templates. This means that checkout is blazing fast! From an appointment, your invoices and payments are both saved with just one click!

Super easy invoicing and payment in opustime

3. Online booking.

Add your booking button to your website or your facebook page et voila! In just a few seconds, you just eliminated 90% of your call volume. People love online booking and people hate phone calls. Did you know that most people book their appointments outside of office hours?

Get your booking site up and running in minutes!

4. Communications templates.

Create some awesome SMS or email templates and watch your retention go through the roof. In OpusTime you are alway 1 click away from sending an email or SMS to your Patients, Clients or Members. Get creative with SMS and email templates!

Sending SMS messages is a snap!

5. Appointment icons so nothing gets missed.

Icons are automatically applied to appointments so that you always know, what happened at a glance. They help you keep track of your various workflow so that you and your entire team are working efficiently.

Know what is happening with your schedule at a glance!

6. Mass SMS messages.

In this day and age, new customers are harder to acquire. This makes managing your existing customers a must. One awesome way to do this is by making sure none of your customers drop to the cracks.

Using the mass SMS feature and SMS templates, you can get immediate responses from your clients to make sure that they stay on your schedule.

Get creative and use SMS templates for a myriad of business strategies. Here are some suggestions:

  • Ask a customer for a Google Maps review
  • Wish happy birthday with a booking invite.
  • Share your facebook page via SMS templates

Send personalised SMS from your own library of templates.

7. 2 way SMS communications.

2 Way SMS communications is an excellent way to engage your customers and patients into a much more personal relationship. SMS is a great way to give a personalised service. Using the SMS templates allows you to be systematic with your customer care.

Read and reply to incoming SMS right from the app!

8. Notes templates.

OpusTime Appointment Types are more than just schedule items. They are actual billing templates and notes templates as well. Not only can you access the right note template for a particular appointment, but you can use the copy previous function to speed up the notes taking process. Combine this with drag and drop file uploads, and a quick access to all your notes right from the notes module, and you have everything you need for fast and efficient documentation.

Keeping impeccable records is fast and easy!

9. Follow-up.

When you are done processing a patient or client, if you can’t schedule them, make sure you create a follow-up so that you can keep track. In your settings, you can create a number of follow-ups and use the notes field to make sure you and your staff stays up to speed with this customer

Keep track of everyone!

10. Awesome checkout workflow.

We included an easy way to keep your retention at its max. When you are done processing a patient, the invoice summary page includes 2 buttons: Book Appointment or Add Follow-Up.

Try using this for every single appointment and you will see your business grow!

Achieve perfect customer retention!

How To Choose An Optimal Client Management Software

As your business grows, staying on the top of projects becomes quite challenging. Besides, the tasks start growing and become complex, your staff grows and diversifies, and you get multiple projects in your bucket. But, this also makes it tough for you to make your hard-won clients experience professional engagement. When tasks in hand grow, it becomes difficult to deal with clients confidently as all the employees need to have a clear idea about what’s your business up to, so that they can answer client queries and satisfy them.

What to do? Well, just get an optimal client management software like OpusTime. It lets you share everything, set tasks and manage time efficiently. Baffled about how to choose the right client management software amid the huge numbers of software flooding the market? Don’t be. We are here with some tips to help you make the right choice:

  • Virtual Client Handling: Choose a client management software that relieves you from all kinds of  client handling tasks. OpusTime is an ultra modern client management software you can rely on for virtual client management. When you have such a software with you, you can give more time to your core tasks, making your business more productive, and can also give your customers best service experience.
  • Seamless Appointments: Choose a software that makes booking appointments super easy for your prospect customers. It should be an appointment scheduler that lets your customers book appointments with immense ease. It must possess an amazing interface, packed with flexible calendars among other facilities so that you don’t need to remember appointments.
  • No More Billing Woes: The client management software that you choose for your business must take away all your responsibilities, and should manage everything from invoice management to payment records. It should track expenses instantly with utmost clarity, just like OpusTime.
  • Secured Docs: Safety of client documents is of utmost importance. To make sure your clients’ docs, file notes and all other information that you take from them is safe, pick a software like OpusTime which prioritizes the safety of client documents.
  • Optimal Communication: Communication is the oxygen that every business requires to stay alive in the market. Thus, pick a client management software that offers automated and barrier-free communication.

Your search for a client management software must end at a software like OpusTime, which offers you all the above mentioned features to robust your business growth.