Automation is Key : 3 tasks you should put on autopilot

Who else went into health coaching to help transform people’s lives without realizing you’d also have to run a business?! I can’t be the only one…

But the reality is that you are running a business and in order to help more people and earn more money, your business needs to be efficient.

Take a look at any successful business around you, from clothing stores, grocery stores, gyms, hotels–they all have two important things in common–staff and procedures. To help their businesses run smoothly, they rely on dedicated people and processes to maximize the efficiency of task and projects.

Unfortunately, working for yourself means having to wear many hats and managing a tight budget. This is exactly why I was inspired to create Practice Better, a practice management platform that helps Health Coaches like you slash your workload and focus on helping clients and growing your business.

Think about what goes into seeing a client. What can you automate? If you broke down the tasks which need to be done before a client walks through the door for their session it probably looks something like this:

  • Schedule appointment
  • Create folder/file for client’s information
  • Send the client an invoice to pay for an appointment
  • Send receipt
  • Send client forms and waivers to complete before the session
  • Send reminder emails/text/phone call of an upcoming appointment
  • Review completed forms

Here are 3 tasks you should automate in your onboarding process to cut your workload and improve your client’s experience.

#1 Booking new clients

Using an online booking system is vital to capturing new clients who want to work with you. Online schedulers are great because you can add them right to your website so you never have to worry about missing an opportunity to see a potential client. If someone stumbles onto your website at 12 am and is inspired to work with you, they can simply book a session with you right then and there.

I remember when I used to book consultations via email… did/do you do this too? I’d get an email from someone wanting to work with me followed by a back and forth of more emails just trying to find a time that worked for both of us. Email is a very inefficient way to book consultations: it’s time-consuming, and it leaves lots of opportunities for your potential client to change their mind.

Schedule your sessions online and let the booking system send out reminders to clients so you can get back to more important tasks.

#2 Getting clients to show up // Getting paid

Now that a client wants to work with you, make sure they’re serious about showing up. A great way to do this is to make new clients pay at the time of booking, either in full or a deposit. This will give them some skin in the game so that they show up both literally and figuratively.

Another really cool billing automation that you should consider in your billing system is the ability to create payment plans. Payment plans come in handy for bigger ticket items like packages and programs. This means that clients will be billed automatically based on the schedule you set up so you don’t have to worry about chasing down payments and sending receipts.

#3 Collecting crucial information

The third task that can be automated is sending forms to clients. You likely have a number of questionnaires and consent forms that clients are required to complete before you begin working with them. This may sound like a small detail but it takes more time than you may realize to fish these forms from a computer folder, craft an email and send off to clients. Traditionally, forms are sent to via email where clients then have to download, complete and scan forms back to you. You may have follow up forms that you want to send before or after each session which should also be automated.  Now you can complete forms online that clients can complete right from their computers or mobile devices. Not only can they complete all their necessary paperwork virtually, but they can also sign them!

These are just the first steps and a glimpse as to how Practice Better can help. There are still so many other areas of your Health & Wellness business that you can automate such as how you’re taking notes during client sessions, keeping clients accountable, communication and running online programs/courses.

You don’t have to be spending hours of work not getting paid. You don’t have to do everything the old school way. Take a step back and think about where you are wasting your time and where you could use the help. Put your admin work on autopilot and save yourself the time and the headache!

Nathalie Garcia is a Co-Founder of Practice Better, a Practice Management Platform that allows Health & Wellness Professionals to automate their business and help more clients reach their health goals.

Learn more about Practice Better HERE

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My Name is Rachel A Feldman

Rachel Feldman is a wellness momma, health coach, and business niche coach. After health coaching, she realized she needed to help health coaches to change the world. Rachel helps her clients to build epic businesses online and offline using a strategic sales funnel even if they are a new coach. After only earning 13K her first year in coaching, she knew she needed to learn how to create a sustainable business built with a solid sales funnel. Rachel went from making 13K to 72K by year 2 1/2 and then broke six figures in her third year of business.


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