Client Info Tracking Systems

[i need a hug?]

How do you keep track of client info such as contact info, birthday info, how they heard of you or referred by info, clients to call last minute to fill open appts. info, etc.

Any and all tracking systems...I'd love to hear how everyone else operates.

Right now I have all new clients fill out an intake form, but beyond that I don't keep any other record. I don't make notes for each session...nothing, I don't have a computer at my office, only at home, so I don't even transfer client info to my computer.

I'd like to start sending out birthday cards, newsletters/business info/specials, track marketing efforts, track referrals, etc. Just trying to see what options exist and what will work for my situation.

This isn't about me, although I will benefit, but more for the board at large. Will you describe how you track client info...what you track and how?

Thanks one and all!!

If anyone has other thread links, please post them, I tried a couple of searches, but didn't quite get what I was looking for.

Thank you!

 

[little.miss.shopaholic]

One thing I keep telling myself I am going to do is to keep track of client birthdays (for sending out cards,) by having all their info on a card filed by month in a recipe card holder or rolodex type box. Since I don't have very many clients at this point, just writing their DOB on the outside of their client folder (inside are: health history form, client bill of rights and SOAP/session notes) and checking 1x a month to see who has a b-day coming up is enough for me. I'd think for a practice with a larger client base, the box idea would be practical.

 

[BVB Chrissy]

i've been telling myself for 2 years that i'm going to start sending out b-day wishes and whatever else but don't ever seem to get around to it. i've gotten really lazy since moving into my own office. what i did recently was to put all of my clients in binders alphabetically (gosh, did i actually spell that right?). i've got 2 huge binders with them all listed by their last name. i was tired of all the file folders laying everywhere so i figured this would be a much easier way. i've got easy access to all of them and just keep the soap notes (which i haven't been good with either) behind the intake. it's easy to flip through and find who i need.

over the next couple of weeks i'm going to have to put all of my clients in my computer (at home too like you akb) so that i can send them annoucements and directions for my new location! hooray~

 

[AllySunshinee(:]

having all their info on a card filed by month in a recipe card holder or rolodex type box.

This is all my mind can come up with right now.

No, wait!

Maybe this is what palm pilots are for! :idea:

Sheesh, I just got a cell phone a couple of years ago (and promptly broke the face so I can't see who's calling or any info I have stored in there).

terab, I could have written your post word for word (except I gave up on SOAP notes altogether).

But within the next two weeks I am going to at least get Thank you cards and Birthday cards to send out. I can do that much. It's all about the baby steps!

 

[Nuci]

I sync my palm to my computer too, using the calendar feature of Yahoo.

I use Excel to keep clients names, addresses, bday, etc. The amount of work that Excel will do for you is amazing, tracking and sorting and the like. I don't know how to do it, but my wife does. Plus when you have all the names in a spreadsheet, you can work with Word to make mailing lables.

For the birthday cards and thank you notes, I hand write all of it. Poor clients. It must cause great stress trying to read my writing once the ink is dry!

The software that I have to bill insurance has a customer address book feature. Microsoft also has a addressbook feature, You can use Yahoo and have reminders pop up so you can send the card on time. Quickbooks also has an addressbook feature, I'm sure. Lots of options.

 

[murry43]

I'm pretty low-tech. I have the intake form and SOAP notes in a folder for each client. As each new client fills out the intake form, I add their birthday to my calender that I keep just for client birthdays. It doesn't need to be redone each year - the date won't ever change, so it doesn't matter if that calender is accurate for anything else. It is a weekly calander, 5X7 spiral notebook style, so each Friday I look to the next week and get the birthday cards printed, addressed, signed and ready to go out in the mail Saturday morning.

Not fancy, but very simple, and therefore very effective.

 

[MissWink-adink]

Sharon, that is awesome!

 

[i. jones]

my goodness, i thought i would be the only one who still handwrites everything and that all of you would have some kind of super stellar software that enters the info for you!

whew!

i book by my date book and keep the names/addresses there too. that's where i put the birthday info and then promptly add it to the date book in the calendar place. other than that, i am still using file folders but will strongly consider switching to a real computer system once i expand.

glad to see this thread!
amanda

 

[Yeoman Prince]

After the first session of a new client I enter the client's details into Microsoft Outlook. This provides me with the ability to use such popular features such as Mail Merge, Birthday Reminders, and sorting clients by information (referral, town, et cetera). It works pretty good, and I've found it necessary to have this information both at home and at the office since I book from my cell phone.

Each client has their own folder with the intake form, SOAP notes and a log of every transaction with that client. It's a mini ledger form where I put the date, a description (90 minute session, or student discount), the amount owed, the amount paid, and the balance. If I misplace my deposit records I fall back on the client ledgers. They're also super handy for those clients that request a year-end tally for their flex spending account, insurance, or personal budget.

My birthday cards are actually e-cards which I send from Constant Contact. I have 12 interest categories, one for each of the months of the year. When a new client subscribes they are encouraged to join the "birthday club" by selecting their birth month (it reads January Birthdays, February Birthdays, etc...). I send well wishes and a coupon good for their entire birth month. Not everyone takes advaneforum.xxxe of it but I have been complimented and thanked many times for the e-cards.

Hope this helps!

 

[Pompal 09.]

I have used several systems in the past 9 years, file folders for client files - till I was over run with file cabinets, index cards for client birthdays, outlook calendar after I started using my computer at the office.

Now I am paperless - as much as I can be anyway. I am scanning all of my client files onto the computer - with back ups on disk and online. I have even devised a way to take client intake and signatures without using paper. I use quickbooks for record keeping and there is a program called customer manager that is from the same company that interfaces with quickbooks that I use for my date book and contact information. I enter all their information when they come for their first visit and I can send them emails, personalized letters and such. I can also click on their name and see all their past and future appointments, payments and even link to their intake forms and any other things I have scanned for them. It also has links to anyone who is related (husband, wife, kids etc). There is a note area - so it saves notes, phone calls and such and it is all right there.

I use my computer for so much that I have two just in case one is down. I have a palm but don't use it anymore because I don't do outcall and if they want an appointment they will call me at the office - and the office is in my home so I don't have to take my book home anymore.

This works very well for me, granted it wouldn't be the solution for everyone, but for someone who likes working on a computer it is great.

Healing touch

 

[Cortnie]

I just made my own contact info binder. I got a bunch of dayplanner contact info refill sheets and separated them with alphabet tabs. There I keep client name, address, email, phone numbers, emergency contact person/phone, birthday, referred by, and opt-in info. In another part of the binder I'll keep the birthday log separated by month tabs for easy lookup.

I use quicken for financial record keeping, and have been for many years.

So far that's all I've got, but MAN do I feel so organized compared to last week!

And I actually got birthday and thank you cards to send out! Oh, the feeling of progress!

 

[Rock Or Something]

Hi Group,

Obviously I am biased

because I'm about to promote my own company here, but HourTown has powerful, but easy-to-use CRM (Customer Relationship Management) functionality built into it.

It automatically keeps a record of your clients past booking history, all their contact information and their birthday, etc.

It also allows you to accept online appointments from your clients.

Oh, and the best part is that the service is free.

Here's an example of a merchant who is using HourTown: http://www.hourtown.com/profile/6370815

Have a great day!

-rd

 

[Jasey Rae]

because I'm about to promote my own company here

You may not want to over-promote your own company or you will be considered "spamming" and we really dislike that around here. It's great that you want to be helpful but I'd keep the promoting in one thread if I were you.

 

[Doctor Deth]

because I'm about to promote my own company here

You may not want to over-promote your own company or you will be considered "spamming" and we really dislike that around here. It's great that you want to be helpful but I'd keep the promoting in one thread if I were you.

If Dynamo321 can do it to promote his grip oil, I dont see why this guy cant. http://www.massageplanet.com/forum/search.php?search_author=Dynamo321

These are all quotes from Dynamo321

Yes. I was also quite suprized when my class broke out the same way. I was amazed that people that would not react to anything else strongly acted up here in my classes and in clinic.

I think that is why Miosage and Grip were so popular at my school and clinic. I know there are other good lines out there as well, but those were always the top two in our school.

_________________
A new breed of Massage Lubricant:
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A new breed of Massage Lubricant:
http://www.grip.cc

I understand one of the best ways to get your site listed in major search engines is to exchange links with one another. I have been exchanging links with some members of this forum and was advised that I should try creating a post where members can directly excange links with me.

Would you like to exchange links with me?
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Thank you again.
_________________
A new breed of Massage Lubricant:
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Christine