Set Reminder

Introduction

Studies have found that calling a lead within 7 minutes increases the chance of converting that lead by 100 times compared to calling 45 minutes later. Therefore, we recommend calling leads as quickly as possible.

Our system includes a built-in timer to track lead response times. If a prospect does not become a patient immediately, the lead should be followed up via email and additional phone calls. We have automated this process in MyMedLeads, which will prompt you to call each lead 3-4 times to maximize conversion rates and increase revenue.

The MyMedLeads Platform comes with the ability to track Leads in a multitude of ways. You and your team have the ability to set Reminders within MyMedLeads and apply those reminders directly to the Lead that you are currently managing. This is a great way to move leads into the follow-up layer of the Sales Funnel and have a notification to return to that Lead in 2 months when he/she is ready to schedule (as an example of usage).

The below document goes through how to create a Reminder and set up your preferences to be properly notified when a Reminder has been triggered. This guide will also go through your Account Setup to help you decide if you want your reminders to be shared with the team. This can be useful when multiple staff members are assisting each other with leads and follow-ups.

Creating Reminders

To create a reminder within MyMedLeads, you will need to navigate to the Lead that you are currently managing. Towards the top right corner of the screen you will see a button labeled “Set Reminder”. When clicked, this opens up a lightbox that collects a few fields worth of information (Reminder Message/Subject, the date of the Reminder and the timestamp to be notified). The fields are all straightforward and intuitive in what they are used for. Simply click on the button and fill out the form and a Reminder is set. When the reminder is triggered, then you will be informed by Email that the task/reminder is due.

 

Checking and Managing Reminders
Once the you and your staff have created a few reminders, you can navigate to the Funnel Page and look in your Future Reminders table (under the Funnel) to see the newly created Reminder. In the Future Reminders List, the reminders are ordered from Earliest to Latest (so you may have to use the pagination to find the newly created Reminder). You may also find any Past Due Reminders within the Past Due Reminders List on the same page. These reminders are ordered from Latest to Earliest (showing the most recently missed Reminders).

Automated Reminders

Beyond using the Set Reminder button to prompt yourself about a specific lead, you can set up automated reminders that will appear on your team’s dashboard. These reminders trigger when a lead reaches a certain milestone without being scheduled, such as 1 week, 2 weeks, and 6 weeks. For instance, the system can automatically remind your staff to call and text a lead at 1 week and 2 weeks, and then prompt them to disqualify leads who haven’t scheduled by 6 weeks. If the lead books the first appointment before the reminders are sent, they are automatically removed from the campaign and the automated reminders stop.

You can set up automated reminders within your existing marketing campaign(s). If you already have live campaigns sending emails and texts, you can incorporate these automated reminders into your current workflows.

If you have no existing campaigns, it’s easy to set up a series of automated reminders.

  • First, go to Preferences > Campaign Builder.
  • Then, click “Procedures” on the left to expand the list, and click on the name of the campaign you want to load on the right.
  • Next, click “Next Step” twice (after you have ensured you have all the settings you want)
  • Now, click and drag an “Outbound Call Reminder” into the grey space on the right, give it a label, and set the timing. Repeat this process according to your workflow for following up and disqualifying older leads.
  • Finally, be sure to save the page.
  • Once you activate your campaign on Step 4, all new leads from that point forward will trigger the automatic reminders. As long as a lead has not yet been scheduled, the reminders will continue to go to your staff.

These reminders will appear on your To-Do list (on the Home page under the funnel), at the bottom of the Lead Details page in the lead’s History section, and optionally as email and/or text reminders in your MyMedLeads user profile (see Preferences > Edit Staff Preferences).

 

Managing Reminder Preferences

Within the MyMedLeads Platform, you are able to “share” your reminders with your team. This is a really great feature, if you are a part time employee who only assists with Lead Management tasks (follow up calls, etc) and are not in the office everyday to follow up on Reminders that hit on your days off. Your team can also use this feature to keep ALL reminders on everyone’s radar to help follow up calls and conversions.

Setting Your Reminder Preferences
Navigate to your User Preference page, by navigating to: Preferences -> Manage Staff/Locations -> Locate your UserAccount and click on the Edit Button. On this form you are able to set your basic information, please click on the “Set Preferences” button at the bottom right of the form.

  • Notify me when a reminder is due – this preference simply states how you would like to be notified, outside of MyMedLeads.  Your options are Email, Text or both… or, you can simply leave these unchecked and you will not be notified when a Reminder is due, rather you can view these from the Funnel Page on the website.
  • Allow others to view my reminder – this preference will “share” your Reminders with the other staff members.  This is a good way to keep your Reminders on everyone’s radar to assist with managing Leads.