Tips on Collecting Patient e-Mail Addresses

You have to ask. Don't be shy. It's important that you explain to the patient that you want their e-mail address to make their lives easier [i.e. 15% discount for short notice hygiene cancellation fill-ins, e-mail appointment confirmations and recall notices, tooth whitening specials, receiving health update newsletter, etc.]. Make sure the entire staff is on the same page.

Add these questions to your history form and be sure to update the e-mail information at each recall visit: (1) What is your e-mail address? (2) How often do you check your e-mail? (3) Do you prefer to be contacted by e-mail, phone or either? (4) Do you have a web site? If so, what is the address?

Have your office manager or anyone else answering the phone ask each person for their e-mail address saying, "We're updating our records." Have an office contest with a DVD or Color TV as the winning prize; place a bowl at the front desk for 3-6 months with a sign asking patients to fill out a card with their name and e-mail address. If you have an Internet-based eNewsletter, take a digital photo of the winner and send it out in your next issue.

When new patients schedule their first appointment, ask for their e-mail address. Before the visit, send them an e-mail, welcoming them to the practice. Add a note on your billing invoices to write their e-mail address on the return portion.

Ask on your web site if they want to receive a free monthly newsletter by e-mail and have them register. Run a contest on your web site with winners being notified by e-mail [i.e. drawing for a free tooth whitening or cleaning]. Try to get a photo of the winner and post them on your web site.

Get list of people who have recently bought a home in your area [from local real estate agents and/or Internet] Contact them by phone or send them a post card and ask for their e-mail. To prospect for new patients, buy local zip code e-mail lists. Search on Internet for e-mail suppliers.