Get more patients to book online

Overview

Patients can only book online if they know they can. Many patients look for a time to book in the evening or on weekends, after your office has closed. Others call during the day and end up on hold. Each of those moments is a chance to point them to online scheduling instead.

The ideas below take little or no staff time once they’re set up. Most practices start with the phone and Google, since that’s where patients already go to reach you.

Add online scheduling to your on-hold and voicemail messages

Patients who call are already trying to book. A short message on hold or after hours gives them a faster option and keeps them from booking somewhere else.

On-hold message. If your phone system lets you record a message that plays during hold music, add a line about online scheduling. For example:

"Did you know you can schedule your appointment online? Visit [yourwebsite.com] and click Book Online to see available times and choose the one that works for you."

After-hours voicemail. When patients call after hours, make online scheduling one of the first things they hear, right after any emergency instructions. For example:

"Thank you for calling [Practice Name]. Our office is currently closed. If this is a medical emergency, please hang up and dial 911. To schedule an appointment, visit [yourwebsite.com] and click Book Online. You can book anytime, day or night."

Add your booking link to Google

Many patients, including established ones, search Google or Google Maps each time they need to reach your office rather than saving your number. Google lets you add a booking link to your Google Business Profile, which appears alongside your phone number in search results.

• To add the link, see: Add a booking link to your Google Business Profile.
• To let patients book directly from Google, see: Reserve with Google FAQ.

Make the booking button easy to find on your website

Put your Book Online button or booking widget where patients look first: the top of your homepage, your contact page, and each provider’s bio page.

• Add the booking widget to a WordPress site
• Add a booking widget to provider bio pages

Email your patients

Send an email letting patients know they can now book online, with a link straight to your booking page. Many practices send it to everyone; others start with patients seen in the last year.

Share it on social media

Add your booking link to your practice’s profiles on Facebook, Instagram, X, and any other platforms you use. Follow up with occasional posts reminding patients they can book online anytime.

Tell your referring offices

Let referring physicians and their staff know about online scheduling. Their staff can book referred patients directly with your practice, so the patient leaves their office with an appointment already on the calendar.

Update your appointment cards

If your office hands out appointment cards, add a short line like "Schedule online at [yourwebsite.com]." It’s a quiet reminder for the patient’s next visit and takes no extra staff time.

FAQs

Which link should I share with patients?

Use the page on your website where your booking widget or Book Online button lives, so patients land somewhere familiar.

Can NextPatient update our on-hold or voicemail message?

No. Those messages live in your phone system. Your phone provider or IT team can record or change them, and you can use the sample scripts above as a starting point.

How can I tell which of these is bringing in online bookings?

The NextPatient conversion tracker shows which campaigns lead to online bookings. See: Install the conversion tracker for campaign tracking.

Best practices

• Use the same link and wording everywhere. "Book Online" on your website, voicemail, cards, and emails helps patients recognize it.
• Start with the phone and Google. They reach the most patients for the least ongoing effort.
• Check your links when your website changes. A redesign can move your booking page and break links on Google, social profiles, and printed cards.