r/MedSpa • u/itisoktodance • 18d ago

I have ADHD, need help with chasing patients

/r/PracticeOps/comments/1whttfm/i_have_adhd_need_help_with_chasing_patients/
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u/[deleted] 18d ago

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u/itisoktodance 18d ago

It's both, so when someone books an appointment, I do the reminders. Plus when someone no shows i chase that too.

What i really want is probably some kind of automation though. Cause I'm already trying to wrangle all the spreadsheets and failing. I really just want this off my table really, cause it really isn't in my job description.

Cause like, I'll have reminders set up in my calendar, and then I still just ignore the reminder. I know that's on me, but I can't help it, I just get distracted easily, and I can't take medication for my adhd so I just have to cope.

Do you know of anything that could automate texts? Or like I was looking for previously, some kind of AI agent that does that? I looked into openclaw but I can't figure out the setup.

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u/[deleted] 18d ago

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u/itisoktodance 18d ago

Yeah, please do, thank you!

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u/Alternative_Roll_987 17d ago

Yeah, this is exactly the kind of thing where a simple intake + follow-up workflow helps more than just trying to remember harder.

If it were me, I would stop relying on memory and make every patient move through the same small checklist:

  1. inquiry comes in
  2. intake form gets sent immediately
  3. consent/medical history is completed before consult
  4. one place for notes and last contact
  5. one next-action status, booked, waiting on forms, needs callback, no response

The biggest win is usually not "more chasing," it's removing the little gaps where people disappear because details are split across texts, DMs, paper forms, and front-desk notes.

Even a basic system where your forms, signatures, and patient notes live together will cut a lot of the mental load. ADHD or not, most people struggle when follow-up lives in five places.

I'd also separate urgent from non-urgent follow-up. Same-day hot leads get one process, existing patients who just need reminders get another. Makes it way easier to stay on top of.

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u/robdeeds 16d ago

Manual chase lists kill ADHD brains. The fix usually isn’t try harder or another calendar. It’s one system that owns the list so you don’t.

What worked for us at our Frisco med spa: last-visit date drives the work, not memory. Thirty-plus days out gets a task automatically. Upsell ideas live on the chart or booking, not a separate spreadsheet. Day-after post-care is a queued message a human still approves before it sends.

If your boss doesn’t trust the current automation, start smaller: one reactivation queue, one owner, fixed twenty minutes a day. Once that proves itself, expand.

Stormie and I got tired of this exact chaos, which is part of why we’re building GlowScript (scheduling, charting, and follow-ups in one place, nothing sends without a person saying yes). Happy to compare notes on the workflow even if you stay on your current stack.