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THE NON-SALESY WAY TO ASK CALLERS TO SCHEDULE

THE NON-SALESY WAY TO ASK CALLERS TO SCHEDULE

Phone Skills Friday

THE NON-SALESY WAY TO ASK CALLERS TO SCHEDULE 

I get it. Your receptionists HATE feeling like salespeople. Yet they are directly responsible for answering price shoppers’ questions and recruiting new clients. A technique that will engage callers and have receptionists welcome more new clients is to say: “When can we meet Bella? The doctor could give your new puppy a checkup at 9 a.m. Tuesday or 1 p.m. Wednesday. Which do you prefer?” This non-salesy approach will have puppy kisses in your near future!

Get great training for your team in my 1-hour CE online course, Book Now: Get New Clients to Schedule.

 

Lead clients to book overdue pets

Lead clients to book overdue pets

Phone Skills Friday

LEAD CLIENTS TO BOOK OVERDUE PETS

Did you know a dog owner will spend $700 annually on preventive care while a cat owner will invest $600? Having your client care team call clients about overdue pets DAILY will have a significant impact on patient care and hospital revenue. Here’s what they should say and why. 

When you call clients about pets that are overdue for preventive checkups, lead them to schedule now with a yes-or-yes choice. Say, “This is <name> calling for the doctors at <Your Veterinary Hospital>. <Pet name> is now overdue for his preventive exam, vaccines, diagnostic testing, and preventatives. We’re worried about his health. When is a convenient time for you to come in for an appointment this week? The doctor can see you at 3 p.m. Thursday or 9 a.m. Friday. Which do you prefer?” 

Let me break down the power words in this script: 

1. “For the doctors” brings credibility and authority to the call, showing veterinarians are genuinely concerned about the pet’s health.  

2. “We’re worried about his health” is a call to action because the pet could now be exposed to parasites and diseases due to overdue care.  

3. “When” followed by two appointment choices is stronger than the yes-or-no option of “Do you want to schedule?”

 

 

 

Call Client’s Who Don’t Refill

Call Client’s Who Don’t Refill

Phone Skills Friday

Have receptionists call clients to schedule the heartworm test and other services that are due so you may refill preventatives.

“This is <name> with <Your Veterinary Hospital>. I’m calling because <pet name’s> prescription for heartworm preventatives has expired. We want to protect <pet name> from deadly heartworms. We need to perform a heartworm test so we may refill the prescription. This is a 10-minute nurse appointment. We’ll have the test result within minutes and can refill <pet name’s> medication at the same time. We can see <pet name> at 3 p.m. Monday or 4 p.m. Tuesday. Which do you prefer?” Use the two-yes-options technique to guide client compliance rather than the yes-or-no choice of “Do you want to schedule an appointment for a heartworm test?”

How To Explain You Charge For Day Admissions

How To Explain You Charge For Day Admissions

Phone Skills Friday

HOW TO EXPLAIN YOU CHARGE FOR DAY ADMISSIONS

A client has a work deadline and her dog needs a checkup. She asks to leave the dog with you for the day to deliver services. When the day admission is for the client’s convenience, charge a one- to 12-hour hospitalization or day boarding fee. To explain the charge, say, “We’d be happy to provide services for your pet’s checkup as a day admission. For 15 minutes, you will meet with a nurse, who will ask you history questions, get your pet’s vital signs and review which services and products are due. We will get your cell phone number in case the doctor has questions when the services are delivered. You may pick up your dog after 5 p.m. Because we will care for your pet throughout the day, there is a day admission charge of $___. Let’s schedule your day admission appointment with a nurse. We can admit your dog at 8 a.m. or 8:30 a.m. Which fits your schedule?”

POTENTIAL EMERGENCY? DON’T WAIT AND SEE

POTENTIAL EMERGENCY? DON’T WAIT AND SEE

Phone Skills Friday

POTENTIAL EMERGENCY? DON’T WAIT AND SEE

When you get calls from pet owners about potential emergencies or sick pets, urge them to come in now for care. The sooner problems are diagnosed and treated; the more affordable treatment could be. Repeat information to show you’re listening and firmly advise the caller to seek veterinary care. Tell the caller, “You said Max’s incision site is swollen, he’s hiding from family members, and will not eat. You’re worried he might be in pain. A veterinarian will need to examine Max and ask you questions about his symptoms. Once the doctor knows the diagnosis, she will share information on treatment along with our fees. Our exam fee is $__. You should come in now for care. Let me give you directions on how to get here.”

Schedule Callback Times For Your Medical Team

Schedule Callback Times For Your Medical Team

Phone Skills Friday

Schedule callback times for your medical team

PHONE SKILLS FRIDAY:
Carve out small periods of time in the appointment schedule for veterinarians to return calls. A callback schedule could allow doctors 10 to 15 minutes to return calls every two to three hours. Setting a callback schedule is more efficient than waiting for doctors to have free moments during the day. Clients also know when to expect returned calls.

To avoid gaps in the schedule, put callback blocks next to medical progress exams, which are 15-minute exams.

Time Appointment
1:00 p.m. Adult preventive checkup
1:30 p.m. Doctor callback time
1:45 p.m. Medical progress exam, ear infection

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