PatientNow · Experience
PatientNow Event and Promotion Calls
Katie answers the call spike after a PatientNow practice promotion or open house with your offer details, RSVP capture and booking requests.
The week after the email goes out
A holiday injectable special, a laser package sale, or an evening open house with a product rep can flood the phones overnight. The calls come in bursts: the morning the email lands, the lunch hour, and the last two days before the offer ends. Your staff, meanwhile, are often the same people running the event, prepping product and treating patients.
Promotional callers are ready to act. They have a specific offer in mind and a limited time to use it. If they cannot get through, the money spent on the promotion ends up helping a competitor who answered first.
Teaching Katie the offer
Before launch, give Katie the offer the way you want callers to hear it. Katie shares that and nothing more. She does not invent extensions, stack discounts, or promise availability she cannot see.
It helps to tell Katie what is excluded as well. If the injectable special does not cover lips, or the laser sale applies only to new packages, callers hear that up front instead of at checkout. Useful details to provide:
- The offer described in your words
- Eligibility, such as new patients only
- Start and end dates
- Limits, such as one per patient
- How booking works and any deposit policy
RSVPs and event-day questions
For open houses and injector events, callers want to RSVP, bring a friend, ask what time it starts, or find parking. Katie records each RSVP with the caller's details and the number of guests in the summary, and answers the event logistics you provide.
On the day itself, event questions often arrive while the whole team is busy hosting. Katie keeps the phone covered so the event gets your full attention and late callers still get an answer.
If the event has limited space, Katie records RSVPs and tells callers how your team confirms spots, so nobody assumes a place is held when it is not.
Ending the promotion cleanly
When an offer ends, remove it and Katie stops mentioning it. Callers who ask about an expired promotion hear your chosen response, such as the current price or an invitation to ask about the next event, which Katie records as an interested lead.
MedReception AI is live with practices on PatientNow, and each promotion call ends in a structured summary naming the offer, which helps your team see which promotions actually produced calls and which treatments people asked about. A short review of those summaries after each promotion tells you what is worth repeating next season.
Frequently asked questions
- Do we need to change how our promotions go out?
- No. Your marketing goes out the way it does today, and Katie handles the inbound calls it generates.
- Can Katie book promotional appointments?
- She collects the booking request for the promoted service with the caller's preferred times, and your team confirms it, so promotion capacity stays under your control.
- What about a deposit to lock in a promotional price?
- Katie explains your deposit policy and sends callers to your billing line or payment link. Payment is never collected on the call itself.
- Can we run more than one promotion at once?
- Yes. Give Katie each offer separately with its own dates and rules, and she keeps them apart when callers ask.
- What if callers ask about a promotion from another practice?
- Katie describes only your own offers. If a caller mentions a competitor's price, she sticks to your approved information and offers a consult or your current promotion instead.
Ready to implement this for your PatientNow practice?
Book a demo and we'll walk through your consult intake, treatment inquiry handling, scheduling, financing questions, and post-treatment call rules for PatientNow.