Email marketing and CRM for private clinics
A clinic that has been open five years is sitting on thousands of contacts it never writes to. Some finished a treatment and were never called again. Some asked for a budget and went quiet. Some cancelled once and nobody followed up. That list is a diary nobody is filling.
A 30-minute video call. The audit document and the 90-day plan.
The database is a filing cabinet, not a channel
Most clinic databases live inside the appointment software and get touched only to confirm a slot. Nobody segments them, nobody writes to them, and half the fields are wrong. Meanwhile the clinic keeps paying to attract strangers while the people who already trusted it once hear nothing for three years.
Newsletter & CRM
Segmented CRM
The list cleaned, deduplicated and cut by speciality, treatment stage and last visit. Consent recorded per contact, because without it none of the rest can legally be sent.
A fortnightly newsletter, written and sent
Not a template you have to fill in. Written, designed, sent and reported on, in the clinic’s voice and under the clinic’s name.
3 automations
Welcome for a new patient, appointment reminder to cut no-shows, and reactivation for whoever has not been back in a while. Set up once, working every day after.
Patient data as a GDPR special category
Health data is a special category and gets treated like one: legal basis per shipment, records of processing, a data processing agreement and unsubscribes that actually work. Never a treatment named in a subject line.
Monthly reporting that ends in the diary
Opens and clicks are the diagnosis. The number that gets reported is appointments booked from email, matched against the schedule.
How it runs
- 01
01 — Clean and consent
Export from the appointment software, deduplicate, fix fields and check what each contact actually agreed to. Whoever did not consent does not get written to, however tempting the volume looks.
- 02
02 — Segments and calendar
Segments by speciality and by stage, and a shipment calendar built around the clinic’s real year: the quiet weeks, the check-up season, the treatments that get decided in January.
- 03
03 — Automations live
Welcome, reminder and reactivation, each with its own copy and its own trigger, tested against a small segment before going out to the whole list.
- 04
04 — Read and adjust
Every month: what got opened, what got clicked, what turned into an appointment and what gets rewritten. Subject lines that did nothing get retired, not repeated.
What changes
The patient who finished a treatment hears from the clinic before they forget its name.
Fewer empty slots from no-shows, because the reminder goes out on its own.
A channel the clinic owns outright, with no platform between you and the list.
Appointments from email are counted separately, so the channel has to justify itself.
Who we work with
Dental clinics
Implantology is decided over weeks. Be there for all of them.
Aesthetics & dermatology
The speciality with the most advertising and the least trust.
Ophthalmology
One decision, years of thinking, a lot of fear to answer.
Fertility
The longest decision in private healthcare. Handle it carefully.
Physiotherapy
Low ticket, high frequency. The maths only works with retention.
Multi-specialty clinics
Eight specialities, one website, and none of them ranking.
Questions
Can we legally email our patients?
Yes, with the consent and the legal basis in place, which is exactly what gets checked before anything is sent. Health data is a special category under GDPR: it is not a formality and it is not a reason to give up on the channel.
Do you need access to our clinical records?
No. The CRM works with contact data and treatment stage, never with clinical history. There is no reason for a marketing agency to be inside a medical record and we do not ask to be.
What if our list is old and messy?
That is the normal starting point. The first month is cleaning, deduplicating and separating who can be written to from who cannot. A smaller clean list produces more appointments than a big dirty one and does not put the clinic at risk.
Who writes the newsletter?
We do, in the clinic’s voice, and it goes out under the clinic’s name. Your team reviews before sending. Nothing goes out that a professional would not sign.
What happens to the CRM if we stop working together?
It stays. The account, the list, the automations and the history are in the clinic’s name from the first day, not the agency’s.
Book your free audit
A 30-minute video call. The audit document and the 90-day plan.