How to Increase Patient Volume in Your Medical Office

Why Patient Volume Matters

Word of mouth is the number-one way to increase referrals and ensure a growing number of patients. That, however, takes time and initiative. You know you offer the optimum care and bedside manner, so why are there empty slots in the schedule? Why are your patients’ recommendations not filling your practice to overflowing?

Patient volume is about much more than attracting more people or being a great healthcare provider. It’s also about retention and keeping your patients content as they move through the process of scheduling an appointment, visiting your office, taking tests, receiving results, and follow up.

It’s a lot to consider. Let’s look at how to increase patient volume from a bird’s-eye view.

Understanding Patient Flow

In a medical practice, how your patients move through your practice, from their initial contact to the last, defines patient flow. To increase patient volume, you need to ensure your patient’s journey is effortless and consistent, flowing smoothly from the first touchpoint to the last.

You’ve built an incredible practice. To make it thrive, you need to create a flow state. While that may sound a little Zen, it’s best illustrated by Interstate 65 during rush hour. When bottlenecks jam the thoroughfare, it’s difficult for oncoming cars to proceed. The result? A backed-up highway and vehicles looking for an alternative route.

Here, we’ll explore creative ways to increase patient volume and establish the sweet spot between attracting and retaining.

Enhancing Patient Retention Strategies

Patient retention is an essential component of the “how to increase patient volume” conversation. It’s all about the patient experience. According to Forbes, you have a 60%-70% chance that your existing patients will return. That leaves 30%-40% heading to another practitioner. Increasing this percentage requires an experience to remember instead of one they’d rather forget.

To quote the King of Hearts in Alice in Wonderland, “Begin at the beginning.”

The first touchpoint coincides with that all-important first impression. It happens when a potential patient calls to make their first appointment.

Stop, step back, and look at your front office. Is your staff smiling and picking up the phone when it rings, asking how they can help? Or are they a little harried, picking up the phone only to put it on hold to address another call, patient, or task?

If the former describes your practice–you’re on track. If the latter provides a better illustration, it’s time for some support. By outsourcing appointment scheduling services, you ensure every call is answered and attended to.

Expanding Services to Meet Patient Needs

One of the most significant challenges for patients is finding time within their busy workweek to schedule an appointment. While extending your hours and maintaining a work-life balance is challenging at best, you can extend the call-in hours. Offering 24/7 access to a live person provides a peace of mind that’s rare in today’s modern medicine.

It gives patients a place to call if they get concerned about a symptom in the middle of the night. After they get home from work, they can make that appointment they’ve been meaning to. Depending on your practice, you may consider utilizing 24/7 nurse triage services to provide your patients with the knowledge a registered nurse can provide. Or, you can incorporate a virtual receptionist who can schedule appointments, direct calls to on-call providers, and answer any questions.

Analyze your patient population and the surrounding community to determine other services that align with their needs. Have you noticed an increase in patients displaying signs of depression or anxiety? The 2024 American Psychiatric Association’s annual mental health poll showed that 43% of U.S. adults feel more anxious than they did in 2023. Could you institute a behavioral health or stress-reduction program into your practice?

As you can see, there are nearly limitless creative ways to increase patient volume.

Leveraging Digital Marketing to Attract New Patients

In today’s online age, digital marketing is no longer an option for practitioners looking to enhance their bottom line and provide value for their patients. According to one study, 77% of patients research online before booking an appointment. The following represent a few of the many ways to take advantage of today’s digital world when considering how to increase patient volume.

Building a strong online presence

A strong online presence starts with a professional website and continues with social media profiles. A solid social media presence allows you to create a voice, tell your story, and share opportunities for enhancing health and wellness. Platforms to consider include Instagram, Facebook, and YouTube. Post engaging content and respond to comments.

Utilizing local SEO to capture nearby patients

One of the best methods to put in your how to increase patient volume strategies is local search engine optimization (SEO). This approach targets people in your area who are looking for medical services.

Some local SEO strategies include optimizing your Google Business Profile, making it easier to rank in the top three for relevant searches. Another strategy is keeping updated on online reviews, which are tremendously influential. Respond to positive and negative reviews and encourage patients to share their experiences.

Running targeted ads to boost visibility

Pay-per-click (PPC) ads offer a cost-effective way to reach your targeted market. You can narrow your reach based on demographics, location, and search intent. If managing digital campaigns is not your forte, consider hiring an agency to run your PPC campaigns.

Leverage the Influence of Social Proof

Social proof entails posting positive feedback regarding your services on social media. This “proof” can include online reviews, patient testimonials, and case studies, all geared toward demonstrating your abilities and building trust within the community.

Embracing Community Outreach and Partnerships

Community outreach marketing involves partnering with other organizations to raise awareness about your services. It strengthens your practice by building relationships within your community while offering assistance. Some examples include health fairs or sponsoring health walks for a specific cause.

Provide Extended and Flexible Scheduling Options

In addition to providing extended scheduling options, one of the most essential tools to optimize patient flow is to take a proactive stance and schedule follow-up visits. Patients receive reminders via live voice or automated solutions as part of a patient outreach plan.

Optimizing Your Practice for Growth

While slightly overused, it’s hard to find a more fitting phrase than the one from the classic movie Field of Dreams. Ray Kinsella, an Iowa farmer, hears a disembodied voice, “If you build it, he will come.”

In much the same way, if you optimize your practice, creating an environment suitable for growth, patients will come. Even better? They’ll stay.

At notifyMD®, we’ve helped thousands of medical practitioners optimize patient flow through our varied services, including virtual receptionists, nurse triage services, patient outreach, automated solutions, and more. To learn more about how to increase patient volume and retention or to schedule a consultation, contact notifyMD® today.