Yocale fo​​r Serenity Therapy Center - A Small Practice Looking to Grow

Background

Serenity Therapy Center, a small therapy practice with two therapists, offers high-quality care to their patients. However, they struggle with visibility, inconsistent bookings, and manual administrative tasks. Despite their commitment to providing excellent therapy, their patient base is not growing at the desired pace, and they face challenges maintaining a full schedule. They also encounter difficulties with no-shows and last-minute cancellations, which affect their revenue. With limited marketing resources, they are looking for a solution that can help streamline their processes and improve overall business efficiency while focusing on patient care.

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Pain Points

• Difficulty attracting new patients and maintaining a full schedule: Serenity Therapy Center is struggling to fill their appointment slots consistently. They are unable to reach a broader audience and are dependent on word-of-mouth, which is limiting their growth potential.
• No-shows and last-minute cancellations impacting revenue: With no automated system in place, managing cancellations and no-shows has become a major challenge, leading to lost revenue.
• Limited marketing resources to promote services: With a small team and limited budget, the practice cannot afford large-scale marketing campaigns to attract new patients and retain existing ones.

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Motivations

• Fill more appointment slots and create a predictable revenue stream: Serenity Therapy Center needs to fill more slots and have consistent, reliable bookings that lead to predictable revenue streams.
• Reduce no-shows and ensure a consistent schedule: With a growing practice, managing cancellations and ensuring patients show up is critical to avoiding revenue losses.
• Provide a modern booking experience: The practice aims to make the booking process as easy and user-friendly as possible for patients to enhance their experience.
• Strengthen patient retention and referrals: They want to foster strong patient relationships and increase word-of-mouth referrals by creating a seamless and professional experience.

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Yocale’s Solution

Yocale’s platform provided the practice with a comprehensive set of features designed to address the key pain points and motivations of small practices like theirs.

1. Online Scheduling & Waitlists

By using Yocale’s online scheduling system, Serenity Therapy Center was able to streamline the booking process, allowing patients to schedule appointments easily at any time. The automated waitlist feature ensures that if an appointment slot becomes available, patients are notified and can fill that slot without the therapist needing to manually call or email. This maximized appointment availability and helped keep the schedule full.

2. Automated SMS & Email Reminders

Yocale’s automated SMS and email reminders significantly reduced the number of no-shows and late cancellations. Patients received reminders well in advance of their appointments, helping them prioritize their visits and reducing instances of missed appointments. This feature also allowed the practice to send reminders without manual intervention, saving valuable time.

3. Virtual Appointments

With the growing demand for telehealth services, Yocale enabled Serenity Therapy Center to offer virtual appointments, allowing them to expand their reach beyond their local area. Patients who were unable to visit in person could easily access care through secure video conferencing, leading to more appointments and higher satisfaction.

4. Patient Portal with Forms & Payments

Yocale’s patient portal made it easy for patients to fill out necessary intake forms and submit secure payments online, reducing the time the therapists had to spend on administrative tasks. This allowed the practice to focus on delivering care rather than chasing down paperwork or handling payments manually.

5. Packages & Discounts

Serenity Therapy Center was able to offer patients the option to purchase packages or receive discounts for recurring appointments. This encouraged patient loyalty, increased the likelihood of repeat visits, and helped build a predictable revenue stream.

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Results

After implementing Yocale, Serenity Therapy Center saw significant improvements:

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