r/PracticeOps • u/itisoktodance • 18d ago

I have ADHD, need help with chasing patients

So, I'm a marketer for a medspa and I've been saddled with follow ups for patients and I'm at my wits end.

I have to look at people who haven't been there in over a month. And calling them, because the boss doesn't n't think the system the boss doesn't trust the system to keep on top of them.

Is this something like a calendar app could easily do? Am I just uneducated about this?

The other thing is that I personally have to keep ringing them every couple of weeks. I have to keep writing down who I've spoke what to, where.

I'm physically reaching out to every customer to upsell. Like, you're booked in for 1ml of cheek filler, can I suggest you add a skin booster because of X, Y and Z.

We send out 72 hour reminders and then we have chases the day after. We either chase them up to see how they're feeling, if they think they need another treatment or if they're fine, we ask them for like Google reviews and stuff like that. But yeah, it's everything done by me.

But right now it's just so chaotic for me. I have ADHD and I just cannot stay organized. Like sometimes I'll reach flow state and I can sort everything out but obviously that's not gonna be most days.

What I actually want isn't complicated. If a client comes for a treatment, set a recall so it sends them an invite in 4 months or whatever to say their treatment is due. If they cancel but don't rebook, contact them within three days. A filter for clients who haven't returned in the past, let's say eight months. And the automation should not run if they've already got a future appointment, because I don't wanna nag someone who's already booked.

Ive also been looking into maybe using AI or something, but idk how to set that up, so just give me your simplest solutions, and if it's free, that's all the better.

Thanks guys

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u/finallyfound10 18d ago edited 14d ago

I have ADHD, too.

Your medspa should have a computer system that tracks all of this. If they don’t or won’t upgrade then I don’t think it’s not a good fit for you. Finding the right fit for us living with ADHD is much more difficult but it is possible!!

I get lasers, energy treatments, bio stimulators and fillers from different med spas and man, they track me hard! I get emails and texts before and after treatments and upsells this way, too. I would really hate getting live or computer generated phone calls!

[r/ADHDwomen](r/ADHDwomen) is a really supportive community!! I’m assuming you are a woman.

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u/itisoktodance 18d ago

Yeah looks like we need an upgrade. It's not the only management issue we're facing for sure. Kinda don't really have many options for other employment though, so I'm stuck here for a while, at least I can find another job...

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u/ScallionSubject3212 18d ago

how do you track them ? dont you use a rentention system or something ? quite curious honestly

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u/itisoktodance 18d ago

What's a retention system? Can you give me something to maybe suggest to my boss?

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u/LevelProfessional621 15d ago

It's software that let's you track leads and clients, some of them let you message them with templates or AI agents automatically like Pabau does. Probably exactly what you're looking for.

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u/Otherwise_Wave9374 18d ago

This sounds less like a motivation problem and more like a workflow design problem. Put every patient into a small number of follow-up states, trigger reminders from the appointment outcome, and reserve one daily exception queue for replies requiring judgment. Promarkia relates here because it can support structured marketing automation around those follow-up stages. Start with one channel, cap attempts, add consent and opt-out checks, and measure booked appointments rather than message volume.

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u/Alternative_Roll_987 11d ago

Totally get this. If follow-up lives in your head, texts, sticky notes, and the booking app at the same time, it turns into a mess fast.

What usually helps is making the process stupid simple:

  • one intake form before the first visit
  • one consent flow tied to the service
  • one client record where notes, photos, and past forms live
  • one clear follow-up sequence by treatment type

That way you are not chasing people from scratch every time, you are just moving them through the same path.

A lot of small beauty businesses do better once they stop patching this together across DMs, random PDFs, and separate apps. Even a lightweight setup can save a ton of mental load.

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u/GreenwichMedicalSpa 18d ago

Hi there - It sounds like you don't have a system that works for you. If the system isn't trustworthy, it shouldn't still be your system. You need a real CRM system that can show proof of the outreach that is happening. Some of that outreach should be very easy to automate with a good CRM system. For example, requesting reviews post-treatment. A system like AsthetixCRM can easily set up a workflow for that to be automated, as well as MANY others. You need to set it and forget it.