You already know about these patients

Somewhere in your practice management system is a patient you fit seven years ago. Good outcome. Happy with the aids. Sent a Christmas card that first year.

You haven’t seen her since her second follow-up.

She’s still wearing technology from a generation ago. She would probably upgrade if somebody brought it up. Nobody has, because there is no hour in your week where calling her is anybody’s job.

There are a few hundred more like her in there.

The most profitable patients in your practice are the ones you already have

They know you. They trust your judgment. Nobody has to convince them that hearing matters or that a professional fitting is worth paying for. That work is finished and you did it years ago.

A real share of them are past due for new technology, and the only reason they haven’t come back is that no one has asked.

Everything below is the mechanics of asking them properly.

A 60-day campaign to the patients in your database who are due

We sort your patient data, select the patients who are actually candidates, register a text number under your practice, build the campaign around your logo and the instrument you want to feature, and train your staff before anything sends.

Then we launch it, and your team books the appointments.

$895 per practice location. About two weeks from signup to launch.

We don’t text your database. We text part of it.

Blasting an entire patient list is how practices burn the goodwill they spent twenty years building. That isn’t this.

The patients who get contacted were fit roughly four to nine years ago. Far enough back that the technology has genuinely moved. Recent enough that they still think of your practice as their practice.

Everyone else stays out of it. Recent fittings don’t get a text. Patients who aren’t candidates don’t get a text.

One useful side effect: if your records don’t distinguish mobile numbers from landlines, they will after this. We report that back to you when the campaign closes, and it makes every outreach you do afterward cleaner.

One message

That is the entire unsolicited contact. One text.

Here is the whole sequence:

  1. The offer message goes out. One text, from a number registered to your practice.
  2. If a patient replies yes, they get a link to claim your offer.
  3. If they say yes but don’t finish signing up, they get two reminders.
  4. If they finish, the voucher goes to their email, and you get a notification to schedule them.

If a patient isn’t interested, that’s the end of it. They get one text and they are never contacted again. We don’t run a nurture sequence at somebody who didn’t answer, and we don’t circle back with a second offer in month two.

Every message after the first one is a response to something the patient chose to do.

  1. Hi {{first_name}}, it’s {{practice_name}}. It’s been a few years since we fit your hearing aids, and there’s a {{offer}} on right now for patients like you. Reply YES and I’ll send the details.

  2. YES

  3. Great. Here’s the link to claim it: {{link}}

An example. The offer is yours to set.

The asymmetry is the point

We handle:

sorting and organizing your patient data. Selecting which patients are candidates. Registering a dedicated text number with the carriers under your practice details. Building the campaign around your logo and your featured instrument. Training you and your call-handling staff. Launching and running the 60 days.

You handle:

sending us your practice details, your logo, and the instrument you want featured. Getting us your patient data. Sitting through one training session. Booking the patients who raise their hand.

That last line is the only ongoing work, and it’s the work your front desk exists to do.

You’ll know the moment somebody answers

When a patient asks a question or requests an appointment, you get an email. Log in and reply, or pick up the phone and call them.

Call them. They’re expecting to hear from you.

The platform takes about ten minutes to learn, which is why the training session is one session and not a course.

You control the throttle

You’ll know your launch date before it happens, and you set the pace of the sends.

If your schedule is tight in week two, we slow it down. If your staff is handling the volume comfortably, we keep going. This is your patient list and your calendar, and neither one gets flooded because a campaign was on autopilot.

Before your patient data moves anywhere, we sign a BAA

You are the custodian of these records and you have real exposure. So here is exactly how this works, in order.

You purchase the campaign. The first step of intake is a Business Associate Agreement between your practice and Ear Level Marketing. Nothing touches your patient records until that agreement is executed.

From there, every vendor in the chain that handles patient data is under a BAA with us. That includes the carrier that physically delivers the text messages. Most companies offering SMS marketing cannot say that, because most consumer messaging platforms will not sign one.

The campaign runs on a HIPAA-compliant messaging platform. Not a general marketing tool with patient names pasted into it.

When the campaign ends, your patient data is purged.

If you want your compliance officer or your attorney to look at the BAA before you send us anything, that’s a reasonable thing to want and the sequence above is built for it.

What most practices see

We’ve run dozens of these campaigns. The average practice produces about $45,000 in revenue. We’ve had campaigns clear six figures.

Against $895, you can do that arithmetic yourself.

What moves the number: how large your database is, how long it’s been since those patients heard from you, and how your team handles the responses when they come in.

There’s no guarantee, and I won’t pretend otherwise

The fee is for executing the campaign. Like a direct mail drop, I can’t tell you how your particular database is going to respond. Anyone who tells you they can is guessing at your data and charging you for the guess.

What I can tell you is what we’ve seen across dozens of these, and what we do to give yours the best shot: the right patients, one restrained message, a number registered to your practice, and your staff trained before it launches.

Who’s behind this

I’ve spent 25 years in hearing care. I ran 22 clinic locations before this, and I still own and operate a practice today, which means every campaign we build gets judged by whether I’d run it on my own patients.

We’ve served more than 450 clinics.

The two weeks between purchase and launch

  1. You purchase below.
  2. We sign the BAA and collect your practice details, logo, and featured instrument.
  3. We register your text number with the carriers. This step has the least predictable timing, since carrier approval is out of anyone’s hands.
  4. You send us your patient data. We sort it and select your candidates.
  5. We train you and your staff. One session.
  6. We launch, on a date you know in advance.

Two weeks is typical. Carrier clearance, converting your data, and how quickly you get us that data are what move it.

Questions people ask

How many of my patients will get contacted?
It depends on your database. Patients fit roughly four to nine years ago are the candidates, and we’ll know the number once we’ve sorted your data.
What if I don’t know which patients have cell phones?
Most practices don’t. Send us what you have. We’ll sort it, and you’ll get a clean mobile-versus-landline breakdown back when the campaign ends.
Does my staff need to learn a new system?
They need to learn one screen well enough to reply to a text, and we train them on it before anything sends. Most of the booking still happens by phone, the way it already does.
What if a patient replies with a clinical question?
It comes to you. We don’t answer clinical questions on behalf of your practice and we never will.
I have three locations. How does that work?
$895 per location. Each location gets its own number and its own campaign.
Can I run this again?
Yes, though give your database time to be worth running again. Most practices space these out.
What happens to my patient data when it’s over?
It’s purged.

Your patients are already there

The campaign doesn’t create demand. It asks a few hundred people who already trust you whether they’re ready for better hearing than they had seven years ago.

Some of them will be.

Start your campaign

$895 per practice location. 60 days. About two weeks to launch.

Part of the Ear Level growth system for hearing care practices.