Hi, I'm Huyen
Our work (and this site) is devoted to sharing ideas, tools and resources that will help you automate, grow and scale your practice.
A patient coordinator with the right character, mindset and skills is truly a game changer for practices.
They can take your practice revenues from “just enough to pay the bills” to a windfall every month because they know how to book procedures!
This position cannot be taken lightly. You may think anyone can step in to do the job of a coordinator, but you would be sorely mistaken.
Converting consultations is an art and trained skill. It takes the right strategies, knowledge and then lots of practice to get good at confidently taking a “cold prospect” to a cash-paying patient or client.
In this episode, we are looking at how to convert 30-50% more consultations with the right coordinator.
Thank you for checking it out! 🙏
Links mentioned in this episode:
Discovery call booking link:
https://onlinemarketingfordoctors.com/discovery-call-booking/
Doctor Referral Marketing:
https://onlinemarketingfordoctors.com/referral-marketing/
We’ve talked a lot about similar topics in our previous episodes, here are the links to check them out…
https://onlinemarketingfordoctors.com/video-category/grow-scale-your-practice/
https://onlinemarketingfordoctors.com/video-category/smart-marketing-advice/
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Hi, I'm Huyen
Our work (and this site) is devoted to sharing ideas, tools and resources that will help you automate, grow and scale your practice.
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Hello, and welcome Online Marketing For Doctors TV and Podcast show, the place to be to grow and scale your practice.
This channel is where we talk about the business and marketing side of medical clinics, and in this video, we’re going to look at how you can convert 30-50% more consultations with the right coordinator.
I’m your host, Steven Tait, a strategic medical marketing consultant to medical clinics, helping them to get more patients and more profits.
As I mentioned, in today’s episode we are going to look at how you can convert 30-50% more consultations with the right patient coordinator.
A patient coordinator that has the right character, mindset and skills is truly a game changer for any medical practice.
They can take your practice revenue from just enough to pay the bills to a windfall every month because they KNOW how to book procedures!
This position cannot be taken lightly. You may think that anyone with a good mindset around coordination and details could be suitable, but that would be leaving behind a lot of opportunities for more business for you.
A great patient coordinator will be instrumental in helping you to convert more leads. And converting leads into consultations is an art and trained skill. It takes the right strategies, knowledge and then lots of practice to get good at confidently taking a “cold prospect” and conver them into a cash-paying patient or client.
So what makes a GREAT patent coordinator? Here are three main attributes that will make the biggest difference for you, your conversion numbers and generating more revenues:
1. The Right Mindset and Attitude
The best patient coordinators are here to serve Đ not sell. They have confidence knowing that they are providing a valuable service to leads, and that YOU are their best solution. They believe in the surgeon(s) they are representing, and they also believe in the procedures that they are representing as a gateway to meeting that leads pain points.
This means, that they will do all they can to help the prospective patient get to a yes and they persevere in the face of resistance. They don’t see resistance as rejection. They see it as an opportunity to offer different perspectives and clear up any confusion on the leads side, so the patient can make a clear decision to help alleviate their pain points.
2. Excellent People Skills
The right patient coordinator has the people skills to make a prospective patient comfortable, and trusting enough to open up to them and make a decision to move forward with you. They stay focused on the patient’s wants, fears, objections so they can artfully address the issues in the patient’s mind that are stopping them from moving forward. They do that by bonding with, listening to and asking questions so the patient feels heard. The patient will become more comfortable, more trusting, open up more, as they trust that patient coordinator has their best interests at heart. And that trust is key in converting leads.
3. Skilled at Converting
Converting prospective patients into a paying patient, is the most desirable skillset needed to be a top patient coordinator. This is where the rubber meets the road. This is the difference between an okay coordinator and a converting rock star.
This skill takes confidence, courage and proven strategies that are practiced and ingrained. The patient will be looking at your patient coordinator for guidance, and their business isn’t going to be handed to you.
Do they know these proven strategies? For example, when the coordinator has presented your options to a prospective patient, do they know to transition from a strategic question, rather than a simple yes/no question that can trigger resistance. So, instead of asking, Sarah, did you want to do this? a better questions would be for them to ask, Sarah, did you want to go with the full Mommy Makeover or start with just the Tummy Tuck?
These questions are much better, because when they pick from one of the choices given to them, it is like forcing them to see themselves in these opportunities. Much more powerful. So you have to ask yourself, does my patient coordinator have these skills? Do they think strategically about how they approach their leads?
Now, the inverse of a fantastic coordinator is also important to spot. The clues can be subtle, so watch closely for these clues telling you that you DON’T have the right coordinator:
First, the wrong coordinator takes zero responsibility for their poor results. They blame everyone and everything EXCEPT themselves.? For example, if you’re hearing complaints such as:
That tells you that you have a coordinator who is negative, pessimistic and lacking in critical thinking. So, you’ll want to address this issues with your patient coordinator before it gets any worse. Either free them to work elsewhere or have them join a sales training course to becoming a converting rock star.
If you’re looking for a great sales training guide simply go to the website on the screen, and get them our FREE training guide called the 7 Figure Samurai Sword Sales Guide For Medical Clinics, in which we provide tons of examples, and key strategies, plus a detailed sales script for any patient coordinator to follow and up their game; converting them into a awesome patient generating superstar. This guide will show them how to take accountability for the patient conversion process, which makes all the difference in turning around their mindset and achieving killer results, so please check it out.
And if you want to learn about other Online Marketing For Doctors FREE offers and how our team can help you generate more new patients and referring doctors, please reach out to us and book your 15 min discovery call with us at the link on your screen, and we’ll show you the steps for finding the opportunities that you might have with improving your practice marketing.
Thanks so much and hope to talk to you in our discovery call soon. 🥳
“I am writing to express my highest recommendation for OMD (Online Marketing for Doctors) and to personally thank Huyen for assembling such an exceptional team to support MansMatter UK.
From the beginning, Huyen took the time to deeply understand our mission, our patients, our positioning, and the sensitivity of our sector. She didn’t just assign a team – she hand-picked the right people for our needs, and it shows in every stage of the process.
Working with Louise, Ben, Steve, and Martina has been an outstanding experience. Each of them brings specialist expertise, professionalism, and genuine care to the table. Louise’s strategic SEO leadership, Ben’s structured project management, Steve’s analytical insights, and Martina’s proactive communication have created a seamless, organised, and results-driven partnership.
Louise and Ben are exceptionally organised and have a natural ability to bring clarity, structure, and order to complex projects. They manage deadlines with professionalism, communicate clearly, and most importantly, they keep their promises. When they say something will be done, it gets done, on time and to a high standard.
What matters most in our industry are real results, and OMD consistently delivers them. Their strategic approach to SEO and healthcare marketing has made a measurable difference to our online presence, patient enquiries, and overall visibility. Any clinic or healthcare provider considering OMD will be in excellent hands with their team. They are reliable, knowledgeable, and genuinely dedicated to helping clinics grow. I recommend OMD for all medical clinics without hesitation. Great people with a highly skilled team.”
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“The number of requests for consultations is at least doubled from the last 5 months, which is very good sign. I’ve enjoyed working with both principles.”
Dr Darryl Hodgkinson
M.B. B.S. (Honors II) F.R.C.S (C), F.A.C.S. , F.A.C.C.S. Plastic Surgeon
Owner of Double Bay Day Surgery
Current Digital Marketing / Website Audit
New Patient Generation Blueprint
Competitor Insights
Expectation Timeline & Exact Pricing
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