Silkin Management Group Official .Info

Over the last several days on this Silkin Management Group blog site we have gone over the importance of having someone in the office responsible for accomplishing the promotional duties needed in a health care office. This job title is known as the Promotional Secretary. Unless the office is very large, this job is usually handled by the Office Manager. In a very large office it is possible to have one person handling this position on a full time basis.

In the last article we covered some of the job duties of a Promotional Secretary. Today we’ll finish off the list. The job duties and specific job descriptions of this position can be found in Silkin Management Group’s 400 plus page Office Policy and Job Description Manual. Additional information on marketing and promotion for a health care office can be found in our Marketing and Promotion Manual, specifically designed for dental, veterinary and optometric offices.

Here is the second half of the list of key job duties of a promotional secretary:

• Ensures that correct mailings are done, on a continual basis, to the various types of patients/clients – new, active and inactive. This would include new patient welcome letters, patient educational series letters, newsletters, reactivation letters, thank-you for referring letters, etc.

• Sets up a professional website that educates prospective patients on the office and makes the office easy to find and interact with.

• Sets up relevant social media sites so the practice is promoted through all social media outlets available.

• Ensures that the website is properly optimized so it ranks high on search engines.

• Sets up lines for the Doctor to form outside alliances. This would include things such as schools and businesses where arrangements could be made to handle their employees.

• Sees to it that there is always an adequate supply of promotional and educational literature to give to patients.

• Keeps track of the statistics from each promotional piece or activity done. Determines which are the most effective in terms of cost, time and energy expenditure and reinforces those that are most cost effective and productive and eliminates those that are not.

• Sees that the Referral Log is kept up to date at all times and used.

• Makes sure that each staff member is trained on how to prospect for new patients outside of the office. Gets any needed business cards and/or coupons used for this activity made.

• Makes sure that each staff member is trained in and reminded of any promotional function that they can do from their job and sees to it that it is done.

• Promote at all times possible. When done with that, promote more!

Scott Barnard
Silkin Management Group Consultant

For more information about Silkin Management Group’s Office Policy and Job Description Manual and/or Silkin’s Marketing manuals, visit our website at www.silkinmanagementgroup.com or give us a call at 800-695-0257.

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