How to Convert Referrals into New Clients

Convert Referrals into New Clients
Find therapists best matched to your needs. Always free and confidential.
Find therapists best matched to your needs. Always free and confidential.

Do you know how to convert referrals into new clients?

Mental Health Match helps therapists make an initial connection with a prospective client who is a good fit for your practice.

However, we have heard from many of you wondering how you can better follow up with and convert referrals into new clients.

This three-step process outlined below will help you contact, follow up with, and convert referrals into new clients.

1. Review the client’s needs.

When a client uses our matching tool to find a therapist, you get insightful information to help you begin an initial conversation by phone, email, or text.

Before you contact your new referral, review the information they shared in their email.

Make sure you start off your conversation by helping them feel seen, understood, and hopeful. You can speak to your specific skills and expertise that can help them overcome their challenges and reach their goals.

If done correctly, this initial conversation can help you convert referrals into new clients.

2. Contact the client as soon as possible.

Reach out as soon as possible after receiving the referral – ideally within 72 hours.

If you wait too long, your potential client may move on to another provider. In that case you will lose the chance to convert referrals into new clients.

Your prospective client will have already seen your professional profile and have a good idea about who you are and the services you offer. However, in your initial call, you still want to do two things.

1. Learn everything you can about the challenges they are facing

2. Remind them of how you can best meet their needs.

This is a key time to listen, ask questions, and learn valuable information that you may have not gotten from the potential client’s contact email.

Let the client know about the next steps to work with you. Then, ask them if they are ready to proceed with a question like, “Are you ready to schedule your first appointment today?”

If the answer is yes, then you can move onto scheduling! If the answer is hesitant, then ask them what next steps they want to take, and when is a good time to follow up with them.

3. Keep following up.

If you don’t get a call back or a response right away, don’t give up. By following up, you remind potential clients of the value behind your services and why they matched with you

Many clients reach out to therapists when they are feeling overwhelmed. Taking another step may also feel overwhelming or intimidating. By following up, you can help them feel seen and supported.

Patience is key. Repeated, sustained contact with a potential client will help keep you at the top of their mind and make it more likely that you will convert referrals into new clients.

One More Tip!

Our team recommends developing a strategy to regularly follow up with prospective clients to make it more likely you will convert referrals into new clients.

Consider scheduling time to make calls, setting up automated email follow-ups, or including them in your newsletter.

For referrals that are well-matched to your practice and more likely to become clients, you can sign up and create a Mental Health Match profile. The first 60 days are free, no-credit card required.

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