Eighteen campaigns, because there are eighteen different reasons.
A patient who cancelled. A patient who finished eight of twelve visits. A patient who came once, eighteen months ago. Three different people. Send them the same message and you get the response that message deserves.
Every one runs on SMS, email or a voice call from Robin, and you approve the flows before anything sends.
Care operations
6Transactional, so these never count against a marketing cap. A busy reactivation month cannot throttle the message that recovers a missed visit today.
No-show
Fires when: A patient misses an appointment.
Same day, while the slot is still fresh. A text, an email, then a real voice call from Robin. It is not a telling-off. It is an offer of the next opening.
New eval
Fires when: A new patient completes their first evaluation.
Says up front that a plan of care is a course, not one visit. The cheapest fix for visit-four drop-off is naming it at visit one.
Overdue plan of care
Fires when: A patient is behind where their plan says they should be.
Reaches them while visits remain on the plan, rather than after they have gone quiet.
Plan-of-care completion
Fires when: A patient nears the end of a plan with no next visit booked.
This catches the patient who meant to call and never did. Nothing was cancelled, so nothing else in your schedule flags it.
Pre-visit
Fires when: Ahead of a booked appointment.
A confirmation that reduces the no-show before it happens, which is cheaper than rescuing it after.
Post-visit
Fires when: After an attended visit.
Confirms the next step is booked, and catches the patient who left without rebooking.
Rebooking
4The gap between a patient who intends to come back and one who actually has an appointment. That gap is where most schedules leak.
Cancelled rebook
Fires when: A patient cancels and does not rebook in the same call.
A cancellation is not a discharge. This treats it as an appointment that has not been rescheduled yet.
Second visit
Fires when: A patient attends once and has nothing booked.
The highest-risk moment in a plan of care. One visit is curiosity; two is a course of treatment.
Returner nudge
Fires when: A previously discharged patient shows signs of returning.
Makes rebooking easy for someone already leaning that way.
Back and joint checkup
Fires when: A suitable interval after discharge for a recurring condition.
A check-in that reads as care, not as a sales call. For a recurring problem, that is what it is.
Reactivation
8Eight variants, because "we have not seen you in a while" is a different message at three months than at eighteen, and different again in January.
Standard win-back
Fires when: A patient passes the lapsed threshold.
The baseline reactivation message, segmented by how long they have been gone.
Long lapsed
Fires when: A patient has been gone long enough that the last plan is history.
Does not pretend to pick up where things left off. Opens a new conversation instead.
New Year
Fires when: January.
The one moment a year when people actively want to fix the thing they have been ignoring.
Spring
Fires when: Spring.
Ahead of the season people get injured returning to activity.
Summer
Fires when: Summer.
Built around the schedule disruption that empties clinic diaries.
Fall
Fires when: Fall.
Back-to-routine timing, when a postponed plan becomes possible again.
End of year
Fires when: Q4.
Their deductible is met, so the visit costs them less now than it will in January. That is a real reason to come back, not one we made up.
Promotional
Fires when: When you run something specific.
The one campaign whose content is yours rather than ours.
Eighteen campaigns at once raises a fair question: will patients get spammed? There is a minimum gap between messages to the same patient. There is a monthly cap on marketing. And there are twenty-nine reasons a message is stopped outright. All of it is on the safety page.
Questions owners actually ask
- How many patient campaigns does Clinic OS Pro run?
- Eighteen. They fall into three groups: care, rebooking and reactivation. Each one fires on a different situation and says something that fits it. They run on text, email and voice. A reminder tool has one message and swaps the date.
- Do I have to write the campaigns myself?
- No. They come written for PT clinics. After a setup call they run on your list. You approve every flow before anything sends, and we tune the wording to how your clinic talks. You never start from a blank page.
- Why eight reactivation campaigns instead of one?
- Because three months gone is not the same as eighteen months gone. January is different again, when people want to fix things. So is Q4, when the deductible is already met. One generic win-back earns one generic response.
- Will patients get messages from several campaigns at once?
- No. Every send passes checks first. One of them is a minimum gap between messages to the same patient. If a second campaign would land too soon, it waits. There is also a monthly cap on marketing messages per patient.
- Which campaign recovers the most revenue?
- It depends on where your clinic leaks. That is why the calculator comes first. A clinic with a strong front desk usually leaks at plan-of-care completion. A clinic with a big quiet list leaks in reactivation. Same campaigns either way. Different order.
- Are marketing and care messages treated the same?
- No, and it matters for your limits. Reactivation, returner nudges, checkups and second-visit messages count as marketing. They use your monthly cap. No-show rescue, new eval, overdue plan of care and completion are care. So are appointment reminders. Marketing volume never blocks care.
Which of these matters depends on where you leak
Run the calculator first. It takes three numbers you already have and tells you which of these eighteen is worth turning on before the others.