Design Medical Group Onboarding

The transcript outlines a detailed onboarding session for a new user of a booking and advertising platform. The facilitator guides the participant through setting up their account, managing calendars, and configuring services such as Emerald Laser, Botox, and Medical Weight Loss. Key processes include confirming bookings via SMS, updating appointment statuses, and launching Facebook ad campaigns to attract clients. The session emphasizes the ease of use and automation features of the platform, aiming to enhance booking efficiency and maximize service exposure. The facilitator also promises further support and system enhancements for additional services.

• The onboarding session is structured to be completed within a 30-minute timeframe.
• The session involves sharing a desktop to guide through the onboarding steps.

"I've got we got 30 minutes to onboard you so let's uh let's pop right in."

• This quote highlights the structured and time-bound nature of the onboarding process.

• The app, available at app.maaserprogram.com, needs to be downloaded from the App Store.
• The application is designed to be user-friendly, allowing easy editing of appointments and booking status.
• The focus of the session is primarily on setting up the desktop version.

"In the App Store where do I I just put merer program yeah yeah okay got it downloaded and then let's see yeah then you just got to sign in."

• This quote indicates the initial steps of downloading and signing into the application.

• The dashboard displays the number of bookings and leads, which can be analyzed over different timeframes.
• Users can set timelines to view data by month, week, or other analytical criteria.

"Your dashboard shows how many bookings you have and how many leads you have so um those increase uh based on time and here you can set your timeline."

• This quote explains the dashboard's capability to track and analyze booking and lead data.

• The 'Conversations' section houses all automated messages, including SMS and email communications.
• This feature is integral for managing interactions following a booking.

"Conversations are you'll see that when someone books um when we send out automated messaging SMS email all of that that all exists within conversations."

• This quote emphasizes the role of the 'Conversations' section in managing automated communications.

• The calendar section is crucial for viewing and managing bookings, referred to interchangeably as appointments.
• Users need to access the 'Appointments' tab on the desktop to manage bookings.

"On the app on your phone when you get a new booking it comes in and you just click on it it's that easy."

• This quote illustrates the simplicity of managing bookings through the app.

• The calendar settings allow customization of service offerings and availability.
• Currently, the focus is on the Emerald laser service, with plans to expand to other services like Botox and medical weight loss.
• Availability is set for Mondays and Wednesdays, 9 to 5, with specific booking rules to manage scheduling effectively.

"Right now we're offering Emerald laser but um we've just released Botox uh and we've also released um M oh I think this week we're releasing Emerald laser with medical weight loss."

• This quote outlines the current and upcoming service offerings available for booking.

• The booking system is designed to allow bookings two days in advance, preventing last-minute scheduling.
• A maximum booking window of 14 days ensures manageable scheduling and reduces no-show risks.

"I've got it set so that it's a 60-minute service duration MH uh people can book two days outward meaning that they can't just book it for tomorrow."

• This quote explains the rationale behind the booking rules to optimize scheduling efficiency.

• Plans are in place to expand service offerings with separate calendars for each new service.
• The onboarding session will be followed by additional setup for new services like Botox and medical weight loss.

"Probably in about a week I will then be asking you the other services that you want added and I'm going to create additional calendars here."

• This quote highlights the planned expansion of service offerings and the setup process for new services.

• The service involves using medications like Semaglutide and Toty for weight loss.
• The name "Injectable Weight Loss" is suggested to make it clear to clients what the service entails.

"Are you using just Semaglutide or are you also using Toty as well? Toty as well. Okay, so we'll call this injectable weight loss."

• The quote discusses the medications used in the service and the decision to name the service "Injectable Weight Loss" for clarity.

• The service includes both Botox and fillers as offerings.
• These services are listed on the booking page for clients to easily identify and book.

"Are you also doing Botox? Are you also doing fillers? Yes. Okay, so then we'll do Botox and fillers here."

• The quote confirms the availability of Botox and fillers and their inclusion in the booking options.

• The booking process is demonstrated using a simulated appointment.
• A client can book services via a booking page, providing their name, contact number, and email.
• The system sends notifications to both the client and the service provider upon booking.

"I'm gonna go ahead and I'm gonna book for... James testing... and then I'm going to say I want to give you all of my money. Okay, the best booking ever."

• This quote highlights the steps involved in making a booking and receiving confirmations.

• Notifications are sent to the service provider's app and to the client via text and email.
• The system ensures both parties are informed about the booking details.
• There is a troubleshooting process if notifications are not received as expected.

"I'm just getting notification on my end and then your app should also beep at you. Yeah, they update I see the request."

• The quote illustrates the notification process and the sequence of updates received by both parties.

• If notifications are not received, the system allows for manual checks and adjustments.
• The service provider can force automation to ensure notifications are sent correctly.
• Testing is crucial to ensure the system works as intended.

"I'm just trying to figure out what I did here... I'm going to force an automation here and we're going to go right into basico workflow manual."

• This quote shows the troubleshooting steps taken to resolve notification issues.

• After booking, clients receive SMS and email confirmations.
• The service provider can send SMS for appointment confirmations, which is quicker and more efficient than phone calls.

"What I'm going to recommend is that when somebody books a new appointment, I need you to then go ahead and send an SMS to confirm the appointment."

• The quote emphasizes the importance of using SMS for efficient communication with clients.

• The process of changing appointment dates and times is crucial for automated processes.
• Editing appointments can be done easily via the app or online platform.
• Updating booking status is essential for triggering automated processes.
• Booking status can be updated to "confirmed," "showed," "no show," or "invalid."

"The most important part here is when you click on calendars or on your app you're able to then go into the appointment and to change the date in the appointment."

• Changing appointment dates and times is a critical step in managing automated processes.

"The most important part though is that you're updating the status of each booking and you're updating their requested time if it changes simple as that."

• Consistently updating booking status is crucial for the correct functioning of automated systems.

• SMS is highly recommended for confirming bookings due to its high open rate.
• Email is less effective, with an open rate of under 10%.

"I highly highly recommend you use the SMS SMS is opened 100% of the time on people's phones and email is opened about under 10% of the time."

• SMS is the preferred method for communication due to its significantly higher engagement rate compared to email.

• Ads Launcher is used to manage and view ad metrics.
• Campaigns can be launched on platforms like Facebook.
• Successful ad examples include the Emerald laser ad with high impressions.

"Next super easy let's launch an ad right here on the bottom left is ADS launcher we just click it with ads launcher your metrics are right here."

• Ads Launcher is a tool for launching and monitoring the performance of advertising campaigns.

"What I want you to focus on here right now is Emerald laser ad number one this is a very successful ad it's had about half a million Impressions already."

• The Emerald laser ad is highlighted as a successful campaign with significant reach.

• Selecting the right city and region is important for ad targeting.
• Initial pricing strategies are suggested, such as $99 for the first treatment.
• Daily budget recommendations for initial testing are provided.

"What is the city name that you want to use within the ad so it's going to be like hey Chicago you know that kind of thing."

• Geographical targeting is a key component of ad strategy to personalize and localize campaigns.

"I recommend for Emerald laser uh just as kind of a starter thing you know $97 $99 for your first treatment that kind of thing."

• Initial pricing strategies are suggested to attract new customers and encourage trial.

• Radius settings for targeting can be adjusted, such as 15 miles.
• Ad text can be expanded and customized in the optional info section.

"And what about a radius for Miles uh yeah let's St to about 15 miles."

• Setting a radius for ad targeting helps to focus on a specific geographical area.

"Now I want you to click on optional info and that's going to lead you to your ad text here."

• Customizing ad text is an important step in crafting a compelling message for the target audience.

• Discussion on setting up a marketing campaign for a laser treatment service.
• Emphasis on the importance of precise ad text and including specific offers like a comprehensive body composition analysis.
• Guidance on setting up the campaign with details like city name, deal price, and daily budget.

"For the next month, we're welcoming five new patients, um, of course, you can offer as many as you want."

• Highlights the flexibility in offering services to new patients and the importance of tailoring the offer to the clinic's capacity.

"Say that comprehensive body composition analysis, consultation with our expert doctor, and first Emerald laser treatment."

• Specifies the elements to be included in the ad to attract potential clients by highlighting the value offered.

• Explanation of the automation process involved in managing the campaign.
• Importance of monitoring the campaign's progress and ensuring all technical aspects are functioning properly.
• Instructions on how to handle bookings and confirmations via SMS and system updates.

"I've already automated all those for you, so you don't have to do those."

• Stresses the convenience provided by automation in reducing manual tasks and streamlining the process.

"I'll be monitoring the Facebook campaign as it progresses here in the next few days."

• Emphasizes the ongoing supervision required to ensure the campaign is effective and adjustments are made as needed.

• Sharing of a success story about a client who achieved bookings quickly after struggling for a long time.
• Discussion of personal challenges in marketing and closing deals effectively.
• Encouragement to be more aggressive in marketing efforts to achieve desired results.

"We just had a Zerona Laser client, he told me that he's been trying to get bookings now for a year and a half... he got two bookings and somebody came in today and bought an eight-pack."

• Demonstrates the potential success of the marketing system in generating leads and sales quickly.

"A lot of is my fault without being aggressive enough with, you know, marketing and needly kind of closing the deal with people."

• Acknowledges the need for proactive marketing strategies and effective sales techniques to improve business performance.

• Plans to expand the service offerings to include medical weight loss and Botox.
• Assurance of continued support and guidance in setting up new campaigns for these services.

"Give me a couple more days, I'm going to get your system completely ready for medical weight loss and Botox."

• Indicates the ongoing development and enhancement of services to meet market demand and increase revenue potential.

"As soon as it's ready, I'll send you a notification and then I'll show you again how you can go ahead and run a Botox ad and a medical weight loss ad."

• Promises continuous support and training to ensure successful implementation of new service campaigns.