Update: April 18, 2022 Jesse Stein Jesse has founded, operated and sold multiple Internet-related ventures over the last 20 years. As the founder of Audience.co, he is passionate about combining digital excellence with direct handwritten mail to build lasting customer relationships.

Handwritten Notes for Medical Offices: a Complete Guide

There’s something about handwritten notes for medical offices that just feel more meaningful. Perhaps it’s the fact that it takes longer to write than an email or a text message. Or maybe it’s because handwriting is becoming a lost art form. 

In any case, handwritten notes can be extremely effective marketing tools for medical offices. We’ll discuss what handwritten notes are, why they’re so effective, and how you can use them in your own medical office marketing.

What are Handwritten Notes?

What are Handwritten Notes?

what are handwritten notes

Handwritten notes are a unique way to connect with current and potential patients. When you take the time to handwrite a note to someone, it shows that you care about them and that you’re taking the time to connect with them on a one-to-one level.

People treasure handwritten notes because they’re a rarity in today’s digital world. And when someone receives a handwritten note from someone they admire or respect, it makes them feel valued. So if you want to stand out from the competition and connect with current and potential patients on an intimate level with handwritten notes, let’s get started!

How?

Handwriting Robots

Meet the Handwriting Robots

meet the handwriting robots

Handwriting robots are not printers. They don’t print massive numbers of flyers that all look the same. No, handwriting robots are programmed to hold real pens and genuinely write handwritten notes in a handwriting style of your choice. They work with artificial intelligence to mimic, to near perfect results, the art of human writing.

The best handwriting robots are programmed to write with precise pressure, slant, and flow, mimicking human writing amazingly well. And, the programming differs up every “a”, “b”, “c” and so on so no two letters are alike.

These are all things you should be looking for in a handwritten notes service, but we’ll get to that in just a bit.

Effectiveness

What is So Effective About Handwritten Notes?

what is so effective about handwritten notes

There are several reasons why handwritten cards are so effective as medical office marketing tools. First of all, they’re unique. It’s rare these days to receive handwritten notes in the mail. If a medical office sends one out, it’s likely to stand out among all of the bills and advertisements that come through your mailbox on a daily basis.

Next, they’re personal. For a handwritten note to work as an effective marketing tool, you must use handwriting that looks natural and penmanship that’s easy to read. Your note should also be addressed specifically to the recipient. Handwritten notes are more personal than emails or text messages, and recipients are more likely to appreciate them and act on them.

Then, you’ve got the fact that handwritten notes are opened at a rate of 90+%. That blows other direct and digital marketing tools out of the water.

Handwritten Notes By Hand?

Do Handwritten Notes Take Long to Write?

do handwritten notes take long to write

Let’s assume you’re a fast writer with nice penmanship. The note might take as little as 10 minutes to write, address the envelope, and affix the stamp. A total of six per hour.

In an eight-hour day, there’s usually a one-hour lunch and two 15-minute breaks, leaving six hours and 30 minutes. You could write 36 notes each day, barring ANY type of interruption. This also assumes you have a hand that never cramps.

Of course, we both know this notion is absurd. You’d also have to allow time to gather the necessary supplies for the next note. Bathrooms will need to be visited, and you’ll have to drink throughout the day.

So we’ll settle on 25 notes each day as a starting point. If you want to contact 300 leads, it’ll take you at least two weeks to complete one round of handwritten notes.

Because the designated employee will be unable to do anything else for two weeks, if they earn $20 per hour, you’d spend $1600 on 300 notes. There is a better method!

Handwritten Notes Service

Hire a Handwritten Notes Service

hire a handwritten notes service

Handwritten notes offer a unique and customized way to connect with your patients. They help health professionals stand out in a competitive medical office market, build trust with patients, and maintain a personal touch. In addition, handwritten notes are more likely to be kept, displayed and appreciated by patients than typed notes.

If you’re looking for an easy way to make a big impact on your patient interactions, consider hiring a handwritten notes service today!

What Do You Expect From a Service Provider?

There are quite a few handwritten note providers available, but not all of them are made equal. What is the material’s appearance and what does it feel like? Is there a creative option for the front of card pictures, such as an artsy impression or watercolors? Can you keep track of your notes campaign?

Take a look at just a few things you should look for before choosing a handwritten notes service provider for your medical office.

  • High-quality materials
  • Choice of writing styles
  • Full customization
  • Forever stamp
  • Fast turnaround time
  • Options to scale campaigns
  • No hidden charges
  • Premium service options
  • Free app
  • Add collateral to notes
  • QR code on the note for tracking
  • Client account manager
  • Lead list enriched with emails and LinkedIn profiles
Handwritten Notes in Medical Offices

Utilizing Handwritten Notes in Medical Offices

utilizing handwritten notes in medical offices

Sending out email campaigns is a cost-effective technique for reaching a large number of people with compelling messages that encourage them to contact you.

Consider it this way: A well-designed handwritten letter that is delivered to a person’s mailbox receives a five-fold response rate versus conventional direct marketing. It allows you to contact potential clients who aren’t on your patient list.

If just one of those new households contacts you and becomes a patient, you’ll have received your money back and then some for something that was previously thought to be obsolete! The only issue is that these notes must be well-planned.

Begin a two-way communication with a lead by sending them a pleasant and customized written discussion through direct mail.

It’s up to you how much information you include, but it should appear natural since anything else might turn off your audience.

In every sort of medical company, you must establish a bond with your patients and leads. Direct mail marketing is the best method to achieve this. It’s all about keeping things consistent. 

You need to maintain continuous communication with your prospects by providing them information that may persuade them to visit you based on the marketing plan (special visit discounts, research studies, public opinion polls, or simply a note of thanks).

Medical Office Marketing

Medical Office Marketing

medical office marketing

Medical office marketing is the process of promoting and growing a medical office. This can include increasing patient visits, developing new relationships with referral sources, and boosting visibility in the community. Marketing a medical office can be challenging because it’s a highly specialized industry, but there are many effective methods that can be used to reach your target audience.

Some common strategies for marketing a medical office include online advertising, print advertising, direct mail marketing, and networking events. It’s important to tailor your approach to the specific niche you’re targeting and to continuously measure the results so that you can adjust your strategy as needed. With careful planning and execution, you can significantly grow your medical office using marketing techniques like handwritten notes.

 Some ideas include:

Open Houses

If you’re hosting an open house at your medical office, you could send out handwritten invitations to patients and other healthcare providers in the area. Handwritten invitations will help make this event feel more special than if it were just another email message from a company address book. You’ll also stand out among all of the other advertisements that come through people’s mailboxes on a daily basis!

Sample Note:

Hello [lead name],

Come visit our medical office on [date] for an open house! You’ll have the chance to meet our team and learn more about the services we offer. We’re also giving away $25 gift cards to local restaurants. We hope to see you there!

Sincerely,

[Your Name]

Webinars

medical office marketing webinars

You could host a webinar for your patients and invite them to join in using handwritten notes. This will help make it feel like an exclusive experience, which may increase attendance rates. You’ll be able to use this opportunity as a way of introducing new services or products that you have available at the office!

Sample Note:

Dear [patient name],

Thank you for choosing our medical services! We’re excited to offer a webinar on healthy living that we think you’ll find helpful. The webinar will be held on [date] at [time] and will be conducted by [presenter].

We hope you can join us for this informative event!

Sincerely,

[Your Name]

Public-Speaking Events

If you’re hosting a public speaking event, such as one on cancer research or diabetes management, send out handwritten invitations to people from around town who might be interested in attending.

Sample Note:

Hello [patient name],

As you know, our doctors are always looking for new ways to educate the community about important health topics.

On [date] at [time], we will be hosting a public speaking event on [topic]. Our team of experts will be discussing everything you need to know about [topic], from the latest research to practical advice for managing the condition.

We hope you’ll be able to join us for this enlightening event!

Sincerely,

[Your Name]

Discounts & Coupons

You could also use handwritten notes as a way of offering discounts or coupons to your patients. When they can save money on the services they normally pay for, they’ll be flocking to make appointments.

Sample Note:

Hey [patient name],

Thank you for being such a valued patient! As a token of our appreciation, we’re offering 20% off all services this month. Call or come by to make an appointment while they last. 

Hope to hear from you,

[Your Name]

Relationship Marketing

The Power of Relationship Marketing

the power of relationship marketing

Relationship marketing is a form of marketing that focuses on developing long-term relationships with customers rather than short-term transactions. It involves building trust, loyalty, and commitment with customers by providing them with value through offering them products and services that meet their needs.

In the context of a medical office, relationship marketing could involve developing patient loyalty programs that reward patients for their continued patronage, sending personalized birthday cards and other greetings to patients, and providing special offers or discounts to patients on selected products or services. Relationship marketing can be an effective way to nurture patient loyalty and encourage repeat business.

What are the types of relationship marketing?

Basic: Direct sales are the basis of relationship marketing. Salespeople sell to patients. This is relationship marketing in its simplest form. For example, you might send a note to a prospect that eventually leads to a single appointment. 

Reactive: After an appointment, you might encourage the patient to provide feedback or leave comments. This is reactive relationship marketing. You might solicit a review on Google or Yelp using a handwritten note.

Accountable: If the patient has any questions or concerns, you encourage them to call you. If a patient has just had a yearly physical, follow up with a handwritten note to ask if there’s anything else you can help them with.

Proactive: In this situation, you evaluate your performance with patients. In proactive relationship marketing, you collect feedback and use it to make improvements in the future.

Partnership: Partnership marketing is all about collaboration. Maybe you send a handwritten note to physicians at your local hospital. They are more familiar with the area where your client is looking to have a procedure completed. By going the extra mile you’re improving patient satisfaction and experience. 

In addition to providing discounts and coupons, handwritten notes can also be used for relationship marketing. Relationship marketing is the idea of building long-term patient relationships by providing value and excellent service. Handwritten notes are a great way to do this because they show that you took the time to sit down and write a personal message just for that patient, which Tony Robbins shares is critical for marketing success.

Templates

Templates for Using Handwritten Notes in a Medical Setting

templates for using handwritten note in a medical setting

Templates are extremely important when starting a handwritten notes campaign. They provide a consistent look and feel for all of your communications, and help to build brand recognition among your patients.

Medical office templates should be clean and professional-looking, with clear displays of your office’s contact information. You may also want to include welcome messages or other information about your services. Be sure to use handwriting that is easy to read, and avoid clutter by leaving plenty of white space.

Thank You for Using Our Medical Services

One of the easiest ways to utilize handwritten notes is by sending thank you messages to patients after they’ve used your services. Thank you notes are important in medical office marketing because they show patients that you appreciate their business. Writing the perfect thank you letter is a small gesture that can have a big impact, and it can help to create a positive relationship.

In today’s competitive market, it’s more important than ever to build strong relationships with your patients. Thank you notes are a simple way to show you care, and they can help to differentiate your practice from the competition.

Thank you notes are also a great way to promote word-of-mouth marketing. When your patients receive a thank you note from your office, they’re likely to tell family and friends about the positive experience.

Sample Note:

Dear [patient name],

Thank you for being a loyal patient of our medical office for all these years. We truly appreciate your business and hope that you continue to find our services helpful and beneficial in the years to come.

As a token of our thanks, we’ve included a coupon for [amount] off your next appointment.

Sincerely,

[Your Name]

Appointment Reminders

templates appointment reminders

Handwritten reminders are a great way to increase the show rate of your appointments in the medical office setting. Most people these days have busy lives and tend to forget things easily, so a handwritten reminder is a gentle but effective way to ensure that they don’t forget their appointment.

A handwritten reminder also shows that you care about your patients and want to ensure they get the best possible care. It can also help to build trust between you and your patients, which is always important in the medical setting.

Sample Note:

Dear [patient name],

This is an appointment reminder for your upcoming visit on [date] at [time].

See you then!

Sincerely,

[Your Name]

Contact Leads

Reach out to potential leads for your medical office with handwritten notes. Not only do they show that you took the time to personalize your message, but they also come across as more sincere and caring.

To make the most of your handwritten notes, include a personalized message that thanks the recipient for their time, expresses interest in meeting with them, and provides some basic information about your office. You may also want to attach a business card or brochure for further information.

Sample Note:

Dear [lead name],

Thank you for your interest in our medical office! We would be thrilled to have you as a patient and we think you will find our services to be of great benefit.

If you’re looking for a doctor who can provide you with the best possible care, we would be the perfect fit. Please don’t hesitate to book an appointment with us, we would love to meet you!

Thank you again for your interest,

[Your Name]

Ask for Reviews

There are many benefits to requesting reviews through handwritten notes. First and foremost, handwritten notes are personal and show that you took the time to write a note specifically for that individual. This makes the review recipient feel special and appreciated, which can encourage them to leave a positive review.

Another benefit of handwritten notes is that they help to build trust and create patient advocates. When patients feel respected and valued by a business, they are more likely to stay loyal and recommend the business to others. Handwritten notes are a great way to show patients that you appreciate their business and value their feedback.

With these handwritten notes, you want to show your gratitude – something that’s undervalued in today’s world, according to the journal Psychological Science.

Sample Note:

Dear [patient name],

We hope you’re doing well! We would love to hear about your experience with our medical office. If you’re willing, we would really appreciate it if you could leave a review on Google or Yelp.

It would help us out a lot and we’d be very grateful!

Thank you,

[Your Name]

Final Thoughts

Final Thoughts on Handwritten Notes for Medical Offices

Handwritten notes have been shown to have a significantly positive effect on health care marketing results, especially in the medical office setting. Compared to typed letters, pen written, handwritten letters are more personal and result in increased customer loyalty and word-of-mouth referrals. 

Handwritten notes can help you stand out from the competition. Most people these days are glued to their screens and don’t take the time to write personal notes, so if you do, you’ll really stand out in a positive way. 

In addition, handwritten notes allow you to connect with customers on a more individual level, helping to build trust and develop relationships that can lead to future business opportunities.

Overall, handwritten notes can be a powerful marketing tool – but only if they’re done well!