Sample audit

What lands in your inbox at the end.

The same audit a clinic receives, start to finish. The count, the arithmetic, and the sequence I would run, in the order they arrive.

Every number on this page is made up, and deliberately round, so the arithmetic is easy to follow. Yours will not be round. I have not run this for a real clinic yet, and I am not going to dress up an invented result as one.

What is real is the format and the method. This is the shape of the thing, and the shape is the part I can honestly show you before you send me anything.

Part 01

The count.

Your export goes in, and comes back segmented. Every line is a filter on the one file you sent, so you can reproduce any of it yourself.

Patient records in the export 1,200

No visit in the last 9 months The dormant list. This is the number most clinics have never seen. 400

Of those, still reachable by email 340

Of those, booked at least twice before Two visits means they liked it once and came back. They are the ones worth writing to. 180

Part 02

The arithmetic.

Three inputs, all of them yours. No industry benchmark, no vendor blog average, nothing I cannot point at in your own file.

Patients worth contacting From Part 01 180

Your average ticket From your books, not a national figure $300

Rebooking rate Measured from how your own lapsed patients have behaved before, not assumed 15%

Recoverable revenue, if the sequence runs and behaves like your history says it will $8,100

180 × $300 × 0.15 = $8,100

If your list is smaller, or your rebooking history is worse, the number comes out smaller and I tell you that instead. A small honest number is more useful to you than a large invented one, and it is the only kind I am willing to hand over.

Part 03

The sequence, written out.

Three emails over eleven days, in the order they go out. These are yours to send, or to hand to whoever runs your marketing. Nothing here is locked behind me.

Day 0Email 1 of 3

Been a while

Hi [First name],

It has been about a year since your last visit with us. No pitch in this one. I just wanted to check in and say the door is open whenever you want to come back.

If you would rather not hear from us, unsubscribe below and we will leave you alone.

[Clinic name]

Why it opens with nothing. The first message after a year of silence is not the place to sell. It re-establishes that a person works here, and it gives an easy way out, which is what keeps the next two out of the spam folder.

Day 4Email 2 of 3

What has changed since you were last in

Hi [First name],

A few things are different since your last appointment. [One or two specifics: a new treatment, a new practitioner, updated equipment.] Thought it was worth mentioning in case any of it is the reason you stopped.

If you want a slot, here is the link. If not, no problem at all.

[Clinic name]

Why it names something specific. "We miss you" is what every lapsed-patient email says, and it gives the reader nothing to react to. A concrete change is a reason, and a reason is what moves a booking.

Day 11Email 3 of 3

Last one from me

Hi [First name],

Last note from me on this. If you want to come back in, here is the link, and I will make sure we get you a decent time slot rather than whatever is left.

If the timing is just off, that is completely fine and I will stop emailing about it.

[Clinic name]

Why it stops at three. The close names the end of the sequence, which is the part that gets replies, and then it actually ends. A fourth email costs more goodwill than the bookings it wins.

Part 04

What else arrives with it.

The sheet

Every figure above as a spreadsheet, with the filters left in, so you or your accountant can take it apart. If you disagree with a number you can change the input and watch it move.

A short walkthrough video

Ten minutes or so of me going through the sheet and saying what I would do first. Easier to follow than a document, and you can send it to a partner who was not on the call.

Nothing else

No proposal deck, no invoice, no follow-up sequence pointed at you. If you want the win-back run for you, that is a separate conversation you start, not one I start.

Get started

Want this one run on your list?

Send the export and I will come back with the real version of this page, filled in with your numbers. Free for my first few clinics.

Get your audit Back to the start