Ideas for Running a Wellness Clinic with Minimal Front Desk Interaction
Hello, everyone! My wife and I are excited to announce that we plan to open a multidisciplinary wellness clinic within the next year. My wife is a Registered Massage Therapist with a dedicated clientele, while I bring years of experience as a clinic manager in Ontario, along with a background in sales from my home country.
Starting a new venture is no small feat, and we anticipate managing without a dedicated front desk for at least the first year or two. I will handle all administrative and management tasks from home, allowing me to be available for calls, texts, and emails while caring for our little girl. However, I would love to hear your suggestions for the clinic, particularly if it’s going to be a storefront location.
Some ideas I’ve considered include keeping the door open for clients and creating a waiting area between the street entrance and a second door that can remain locked when our therapists are busy. I’m also thinking about incorporating kiosks or self-check-in QR codes, similar to the system used by JaneApp. While I have several ideas in mind, I’m still seeking more clarity on what will work best.
It’s important to us that we also consider the perspective of the therapists we’ll be hiring. Balancing administrative tasks during their sessions could feel overwhelming for some, so we’ll ensure to communicate our expectations clearly during the interview process.
We won’t be offering direct billing, as this has proven to be time-consuming in the past—especially with potential internet or insurance issues. Instead, our practitioners will simply need to check in patients, provide treatment, and process payments via card on file through our booking system or terminal; both options take less than 10 seconds.
Thank you for your insights and support! 🙂
One Comment
It sounds like you and your wife have a solid plan and a unique opportunity to create a streamlined wellness clinic! Here are a few ideas that might help you run your clinic efficiently while keeping front desk time to a minimum:
Online Booking System: Utilize an online booking platform that includes features for client management, payment processing, and appointment reminders. This can save a lot of time and reduces the need for front desk staff.
Self-Check-In Kiosks: You mentioned kiosks; this is a great idea! Clients can check in themselves and even fill out their intake forms digitally if needed. This reduces administrative tasks for your therapists and keeps the flow smooth.
Digital Communication: Encourage clients to use text or email for any queries or concerns. Set up automated responses for common questions to save time. Consider a dedicated phone line or a business WhatsApp account for easy communication.
Waiting Area Design: Consider creating a comfortable waiting area that allows clients to fill out forms or relax without requiring constant supervision. This can be a part of the initial experience before their treatment.
Clear Signage and Instructions: Ensure that your clinic has clear signage to guide clients on what they need to do upon arrival. This can include directions for self-check-in and how to handle payments.
Flexible Scheduling: As you grow your therapist team, implement staggered schedules to minimize overlap and ensure that therapists aren’t overwhelmed with back-to-back appointments.
Minimal Direct Billing: As you mentioned, avoiding direct billing can save a lot of administrative time. Make this clear and ensure that your therapists are comfortable collecting payments through the booking system.
Employee Training and Support: Once you hire more therapists, provide training on the systems you have in place. This will help them feel empowered and reduce confusion about the processes.
Feedback Loop: Regularly check in with your therapists to discuss the workflow and gather feedback on any pain points. This will allow you to make adjustments and optimize operations based on their experiences.
Marketing and Referrals: Rely on your wife’s loyal clientele to help spread the word about the clinic. Consider referral incentives for clients to encourage word-of-mouth marketing, which can reduce the need for extensive advertising efforts.
Your focus on efficiency will not only serve your clients well but also create a supportive environment for your therapists. Best of luck with your new venture!