A Weekly System to Keep New Patients Coming
A steady practice comes from a steady pipeline. That is not luck. It is a simple weekly rhythm you can repeat without burning out. Here is a plan that takes about 60 minutes a week and keeps new evaluations coming ⤵️
1) Put consult blocks on your calendar
Pick two recurring blocks every week for consults. Example: Tuesdays 12:30 to 1:00 and Thursdays 4:30 to 5:00. Protect them like patient visits. Do not double-book them and do not squeeze charting over them.
Keep consults brief. Six to eight minutes is enough when you lead. Frame the call at the start: “I will ask a few questions to see if we are a fit, then I will explain how I work, and we will choose next steps.” Cover goals, timing, logistics, and your model. End with one of three outcomes. Yes, and send the booking link. Not yet, and send a checklist. Not a fit and send three referrals.
Automate the follow-through. Save three email templates in your EHR or CRM titled Yes, Not Yet, and Referral. You should be able to send them in under two minutes.
2) Do two referral touch points every Friday
You need exactly two. One new connection and one maintenance touch with someone you already know.
New connection template:
“Hi Dr. Lopez. I am a PMHNP in Charleston focused on perinatal and reproductive mental health. I have openings for two new evaluations next month. If you have patients who would benefit from medication care with a collaborative approach, here is my one-page overview and booking link. I am happy to coordinate with your team.”
Maintenance touch template:
“Quick update from my practice. I am seeing adults 18 to 65 for anxiety, ADHD, and mood disorders. Two evaluation times next week are Tuesday 1:00 and Thursday 4:30. Current wait time is one to two weeks. Thank you for the thoughtful referrals. If there is a specific patient population you want prioritized, tell me, and I will note it.”
Attach a one-page “How I Work” that lists visit lengths, rates, communication rules, and how to refer. Track contacts in a simple sheet with date, name, specialty, and any notes.
3) One visibility action every Tuesday
Choose one action that helps the right people find you. Keep it under 20 minutes.
Options that work:
Post a Google Business update with a short tip your niche searches for. Example: “What to bring to your ADHD evaluation.”
Add one Q&A to your Google Business Profile. Ask and answer it yourself in plain language.
Publish a short LinkedIn or Instagram post that names who you help and how to book.
Email a two-paragraph patient education note to your list. Example: how you handle refill timing or what a first visit covers.
Confirm your website has a clear consult link above the fold and that your rates are easy to find.
What to measure each week
Open your tracker every Friday:
Inquiries received
Consults held
Evaluations booked
Lead sources for each evaluation
If consults are low, increase referral touch points for two weeks. If consults are fine but bookings lag, tighten your consult script or clarify pricing and scheduling in your follow-up email.
Keep it simple
Two consult blocks. Two referral touch points every Friday. One visibility action every Tuesday. That is the entire system. You do not need to chase every tactic- you need a weekly rhythm you can keep.
Let’s build the practice your nervous system—and your mission—deserves. Come join us inside Strong Roots Mentorship. We take you step by step from ground zero to seeing patients and beyond, without the overwhelm.