No matter how many times you drill your staff to collect email addresses some how it doesn't always consistently happen. "I forgot" tends to be an overused phrase. One day during one of my random idea moments... it hit me! Pre-printed post it notes you can put on every record. If you miss this type of post it note on a record... we should have a talk. The idea is simple - place it on every record when you setup any patient record for appointments. The bright yellow star will serve as a gentle reminder to collect the clients email address. Then, I asked myself.... well why stop at email addresses? What about how important it is to make sure we have CELL PHONE number so we can later use for texting (yes, you have to have permission to text clients - we can chat about that later). Once the receptionist fills out the post it note it can either a.) Be added to the clients account in your practice management software or b.) If you are super busy place it in a bin and during downtime you can delegate a staff member to input the email addresses.

If you are using electronic medical records (first off, congrats and go you!) you can use the post it note and put it on any paper type files you may still be utilizing such as travel sheets, procedure authorization forms, new client packets, puppy/kitten kits, etc.

Simple and useful.