As a therapist, mastering the art of managing enquiries is crucial for establishing strong therapeutic relationships and converting potential clients.

I've heard from lots of therapists recently that keeping on top of their enquiries can be really tricky. So here are some of my essential tips to help you optimise your approach, from attracting potential clients to providing thoughtful responses to help you convert more of them into clients.

Where are the Enquiries Coming From?

The first thing I want you to do is have a think about all the places that your enquiries can come from. This could be things such as your website, any directory listings you have, any social media platforms that you use, or even referrals from other professionals or colleagues.

By considering all these different sources, you can also understand how these enquiries will reach you. It could be via email, text messaging, phone calls, or even direct messaging on social media.

Email is King

Now that you know where your enquiries can come from, my second tip is to move everyone to email. When someone refers to you, make sure they have your email address instead of a phone number. Most of the time, you may be in a session and unable to answer calls.

Dealing with voicemails and trying to coordinate callbacks can be cumbersome. By having everyone contact you through email, you can respond at your convenience, and they can reply at theirs. It also simplifies managing your responses since they are all in one place, rather than scattered across various communication channels.

Thoughtful Templates

Moving on to my third tip, I recommend creating Gmail templates or any kind of email templates for your enquiry responses. When people search for therapists, they often reach out to multiple practitioners. Being one of the first to respond increases your chances of securing a meeting with them.

Having all enquiries in your inbox and regularly checking it allows for prompt responses. With pre-created templates, you can easily provide the necessary information to potential clients. I have a free Gmail template resource that you can customise for your needs.

Additionally, make sure to respond to everyone, even if you don't have immediate availability. Offering a waitlist or simply acknowledging their enquiry is considerate and professional. It shows that you value their courage in reaching out for therapy.

Keep Track of your Enquiries

My fourth tip is to maintain a Master Client List. This document includes information about your current and past clients, as well as a list of your enquiries. Keeping track of the frequency and sources of enquiries, as well as conversion rates, is crucial for evaluating your practice's growth. I have a free template for a Master Client List along with a video guide on how to use it effectively

Cut Out Unnecessary Communication

Finally, if you're actively seeking clients, consider adding an intro call link wherever possible. This could be on your website or directory listings. Allowing clients to book a free 15-minute intro call directly saves them the hassle of initiating an email conversation. It also positions you as a more accessible option. If you're not actively seeking clients or have limited availability, you can remove this option temporarily to avoid wasting clients' time.

You can use a free scheduler like Calendly to set up your intro call availability. Sync it with your Google calendar to prevent double bookings. This professional approach gives you an advantage in converting potential clients into current clients.

Conclusion

Successfully managing enquiries in your private practice is essential for converting potential clients. By implementing the tips we've covered and having systems in place you can greatly enhance your efficiency by making the process easier and more simple, which in turn increases the chances of converting more enquiries into clients.

So, put these strategies into action, adapt them to your unique practice, and enjoy the benefits of effectively managing and converting enquiries. With these tools in your toolkit, like my free Gmail template, Master Client List and video guide you'll be well-equipped to grow your private practice.

How to Successfully Manage Enquiries in Private Practice [AND CONVERT MORE TO CLIENTS!]