Create a Post-Call

After you have left the office, go somewhere where you can have a quiet minute to reflect on the details of what just happened and record them into your CRM. It may be tempting to do this at a later time, especially if you are in a building with a number of prospects, but I strongly suggest you do this right away. Your notes will be much better and more detailed if you do it right after a visit and your ability to recall names will be much greater.

Log your post-call into your CRM within the same note that you recorded your pre-call into. That way, when you review your notes later, they will be listed by office visit date and each one will contain goals and outcomes along with a plan for the next visit. Worked examples of both halves of the note are on the CRM note templates page.

Office Call Summary

The sections of the post-call are simple and straightforward. The summary is exactly like it sounds. Just write a free-form blurb about what happened including everything that you can remember. Be sure to include any information that you gleaned from body language as well as what was verbally communicated. The summary, in most cases, should be one to two paragraphs.

Goals Checklist

List which goals you met and which goals you did not. This is an important step because it will help you determine your pre-call for the next time you visit.

Plan The Next Visit

The plan section of your post-call is an idea about what strategy you should take on your next visit. Did they tell you that you caught them at a time that is often bad? If so, decide what time you are going to try next month. Did they say they have never heard of massage in a medical setting? Perhaps bring them some information on the difference between relaxation massage and medical work.

Make a plan for your next visit and keep in mind that this plan might change the next time you look at their file.

Summary of Stage II

The office call is the primary method for you to drive referrals to your office. Each office call will be different depending on the office call before it and what the needs of your prospects are. You should plan and review thoroughly for each office call as being prepared will pay off.

When scheduling your office calls, show up to each office on the same day and time of the month. This action will say more about your reliability than anything you could verbally tell them. The office call is meant to be a natural event in which you approach your prospects to develop relationships with them rather than sell to them.

This approach will pay off many times over and before you know it, you will find yourself with a number of physicians referring to you.

Checklist for Stage II

1. Make a pre-call and prepare your materials.
2. Make your initial office calls.
3. Log your post-call in your CRM.