10 Things You Can Do to Retain Members for Your DPC Practice

Running a DPC practice and being independent from the grapple of insurance-based care means wearing every hat—provider, communicator, admin, marketer. But just because you can do it all doesn’t mean you should. You shouldn’t be spending your evenings manually following up on appointment reminders, writing the same welcome email for the tenth time, or wondering if anyone saw your last social media post. If you’ve ever thought, “There has to be a less time-consuming way to do this,”—there is. This guide will walk you through the practical, high-impact ways to automate your marketing without losing the personal touch your members value most. 1. New Patient Welcome Sequence SThe first few weeks after someone joins your practice are critical. It’s where most of the uncertainty happens. A new patient might be excited and unsure of what to do next. Can they text you directly? How do they schedule? What exactly is included in their membership? Instead of answering those questions one by one—or worse, leaving them unasked—automate the process with a structured welcome sequence. The moment someone signs up, they should receive a warm, branded message. From there, you can build out a simple, 3-5 part email or SMS sequence that delivers over the first 7-10 days. Each message should focus on one clear thing: Day 1: Welcome + What to Expect Day 2–3: How to Book, Message, or Cancel Appointments Day 4–5: FAQs and What’s Included vs. What’s Not Day 6–7: Introduce Your Portal, Tech Tools, or Any Unique Perks Optional: A personal “Meet Your Provider” note or short video. You can create this workflow through Amplify DPC and set it to trigger automatically when a new patient is added to your list. 2. Appointment Reminders and Follow-Ups Set up automated appointment reminders and schedule these to go out: 3 days before the visit (with a confirmation link or option to reschedule) 24 hours before the visit (as a friendly reminder) 2 hours before the visit (especially for virtual appointments) Make sure the messages are short, clear, and include: The date and time Whether it’s in-person or virtual Where to go or how to log in A way to cancel or reschedule, if needed After the visit, send an automated follow-up message to: Say thank you Share any next steps Ask how they’re feeling Trigger a review request (if appropriate) 3. Lead Nurture Sequences An automated lead-nurturing sequence helps you stay top of mind with people who showed interest but haven’t signed up yet. Whatever their reasons for not yet signing up, these leads often go cold, not necessarily because they’re uninterested, but because they haven’t been guided forward. Setting up an automated email nurture series is so important. When someone downloads a guide, fills out a contact form, or joins your waitlist, trigger a short 3-5 email series. For example: Email 1: “Here’s how DPC is different from traditional care” Email 2: “What our members love about same-day appointments” Email 3: “FAQs: Is DPC right for your family?” Email 4: “Real stories from our members” Email 5: “Still have questions? Let’s chat.” Amplify DPC can be set up to automatically trigger and deliver your nurture email sequence the moment a lead opts in. You can pre-build and schedule the full series, personalize it, and track engagement in one place. 4. Monthly Newsletters Your members want to hear from you, but they don’t want a deluge of marketing messages. A monthly newsletter is the sweet spot. It reinforces the value of membership and gives you a consistent channel to educate, update, and re-engage. But here’s the key: don’t write it from scratch every month. Instead, create a simple template with repeatable sections like: A seasonal health tip or timely PSA Reminders about services (e.g., flu shots, sports physicals, labs) A short note or story from the provider A blog link or piece of educational content Any scheduling or clinic updates Write and batch a few months’ worth in advance, then schedule them through your email marketing platform. 5. Social Media Posting Manually posting on social media, day by day, is a fast track to burnout. Instead, take advantage of scheduling tools to batch your posts and automate your content calendar for the week or month ahead. Some easy-to-schedule content ideas: Behind-the-scenes glimpses of your clinic Quick health tips or reminders Patient FAQs turned into posts or reels Testimonials (with permission) Seasonal promos or check-in nudges A day in the life of your DPC practice Amplify DPC also includes built-in social media scheduling for Instagram, Facebook, Twitter, LinkedIn, TikTok, YouTube, and even Google Business Profiles. 6. Review Requests The best time to ask for a review is shortly after a visit when the experience is still fresh—especially if the patient had a positive outcome. Set your platform to automatically send a review request 24–48 hours after an appointment. Make it effortless by including a direct link to your Google Business Profile or offering a QR code they can scan in seconds. 7. Audience or Member Segmentation Tagging and segmentation allow you to send the right message to the right member without doing it manually every time. When tagging and segmenting your list, you can group members based on factors like: Age group (e.g., 20s, 40s, 60s) Life stage (e.g., new parents, working professionals, retirees) Specific health concerns (e.g., weight management, hypertension, anxiety) Visit behavior (e.g., frequent vs. infrequent bookers) Membership type (e.g., individual vs. family) Sending custom messages that cover relevant topics to a specific audience segment keeps your list engaged and reduces the chance for someone to unsubscribe. Your communication is timely and keeps them connected to the value of their membership. 8. Missed Call Text-Backs Missed a call from a prospective patient? Set up an auto-text or email that fires when a call isn’t answered during clinic hours. This keeps the conversation going even when no one is available to answer. This one quick automation prevents frustration from unanswered calls, gives the caller another way to get in touch, and reinforces that you’re responsive even when your hands are full. Amplify DPC is great for this. It can be configured to automatically send a text message within seconds of a missed call. Customize the message template and include key details like your contact number or a link to your online booking page. It gives the patient an immediate alternative, especially if they prefer texting at that moment. 9. Check-In Campaigns for Inactive Members Life happens, so rather than waiting for inactive members to churn, set up an automated check-in campaign to re-engage them before it’s too late. Segment your contact list based on members who haven't scheduled in the last 2, 3, or 6 months (depending on your practice’s average engagement cycle). Trigger a friendly, supportive message using your marketing platform. You can also include a quick scheduling link or a reminder of what’s included in their membership to subtly dissuade them from cancelling. 10. Prospecting New Leads Manually managing leads is one of the most time-consuming parts of marketing. You or your staff are stuck copying phone numbers into spreadsheets, tracking who messaged whom on Facebook or Instagram, or trying to remember which inquiry came through email vs. your website form. So, connect your lead capture forms to a CRM or lead pipeline. This allows you to automatically: Log contact info the moment a form is filled Assign leads to the right staff member or provider Tag them based on interest or source (e.g., “website visitor,” “Facebook ad lead”) Trigger automated messages, reminders, or follow-ups without lifting a finger Amplify DPC can handle this entire process for you. It automatically logs new leads into your system, assigns them to the right pipeline stage, tags them based on source, and triggers personalized follow-up emails or text messages. Final Thoughts Your time should be spent connecting with patients, not chasing leads or sending the same email for the hundredth time. By automating the right parts of your marketing without sacrificing the personal touches your patients value, you create a system that works with you, not against you. Amplify DPC is built specifically for practices like yours, with automation tools that simplify your workflow and keep your practice growing. Book a free 60-minute demo to see exactly how it fits into your day-to-day.

Running ads isn’t the issue—wasting money on ads that don’t convert is. You’re bidding on keywords and driving traffic, yet sign-ups remain low. The problem? Your copy is likely not doing its job. A vague, generic page won’t cut it. Messaging like “Quality Healthcare You Deserve” means nothing if visitors don’t see clear value. This guide will show you 11 tips to craft a landing page that turns clicks into actual conversions. Tip #1: Spend 80% of Your Time Researching Your Target Audience, and 20% Actually Writing Copy Spend 80% of your time deeply understanding your ideal patient and only 20% writing the copy. Doing this will help you craft the core offer of your copy. How do you do this? You need to know exactly where your prospects are, what they’re saying about the healthcare system, and what truly matters to them. What are their frustrations with traditional healthcare? What do they hope to gain from a more personal, membership-based model? What transformation are they looking for—affordable care, better doctor-patient relationships, convenience, or fewer insurance hassles? Here are some great places to start gathering insights: Healthcare or DPC Facebook Groups – See what people love about the DPC model and their expectations. What concerns do they voice? What are they hoping DPC will fix for them? Reddit: Dive into discussions about healthcare frustrations, particularly with the insurance-based system. Are they frustrated with denied claims, long wait times, or confusing medical bills? Twitter (X): A simple keyword search like “healthcare nightmare,” “doctor won’t listen,” or “insurance denied” can reveal real-time frustrations people have with the current system. Google Reviews of Local Clinics and Hospitals: Check the lowest-rated reviews of traditional healthcare providers. You’ll likely see patterns—high costs, impersonal service, rushed appointments, and a general feeling of being treated like just another number. Real-Life Experiences: Tap into your own experiences. Have you ever dealt with the nightmare that is traditional healthcare? The long wait times, the rushed visits, the surprise bills that make no sense? If those things frustrate you, there’s a good chance they frustrate your ideal patients, too. Taking the time to deeply understand your ideal patients gives you an edge. Instead of writing generic copy that blends in, you’ll craft messaging that speaks directly to their pain points and aspirations to make your copy more compelling. Tip #2: Position Your Best Offer in the Headline When writing a high-converting DPC landing page, your headline is the single most important element. It’s what determines whether visitors stay and keep reading or leave within seconds. A strong headline immediately grabs attention, hooks the reader, and compels them to read the next line, and then the next. To make your headline effective, it needs to clearly communicate your best offer while staying compliant with healthcare advertising guidelines. The key is to craft a message that speaks directly to your audience’s pain points and offers a solution they actually care about. Identify the top frustrations people have with traditional healthcare and flip them into compelling, benefit-driven statements. Here’s a simple framework to guide you: Your headline should highlight the most relevant and compelling transformation your DPC practice offers. When potential patients see what your service will do for them already at the topmost, most prominent section of the page, then they’ll be far more likely to stay and take action.

Managing a Direct Primary Care (DPC) practice is rewarding, but it comes with challenges. Without insurance reimbursements, providers must attract and retain members while handling marketing, outreach, and daily operations independently. Many do it all themselves—answering calls, scheduling, and managing patient relationships. But admin work piles up fast, taking time away from care. Every patient interaction is a chance to provide better care, so efficiency matters. The right tools help. A healthcare CRM automates communication, simplifies workflows, and supports practice growth, without adding to the workload. What Exactly is Healthcare CRM Software for DPC Providers? A Healthcare CRM system is designed to manage patient relationships, automate communication, and streamline engagement. For DPC providers, it helps organize inquiries, track interactions, and nurture leads—all in one place. Instead of manually handling calls, emails, inquiries, and appointment reminders, a CRM automates follow-ups, supports marketing efforts, and improves patient retention, making it easier to grow and manage a thriving practice. What Kind of Data Does Healthcare CRM Software Store? Unlike an Electronic Health Record (EHR), which focuses on medical histories and treatment plans, a CRM is built for engagement, relationship management, and marketing. Here’s the kind of data a healthcare CRM software might store and utilize: 1. Lead & Prospect Data Name, contact details, and communication preferences Inquiry source (e.g., website form, phone call, referral) Stage in the patient journey (interested lead, scheduled consultation, etc.) Notes from past interactions to personalize follow-ups 2. Appointment & Scheduling Data Upcoming, past, and canceled appointments Automated reminders and follow-up history No-show tracking and rescheduling automation 3. Patient Communication History Emails, SMS, and call logs Missed-call tracking 4. Membership & Billing Information Active and inactive membership status Payment records and renewal dates Automated invoicing and payment reminders 5. Marketing & Engagement Data Email campaign performance (open rates, responses) Ad campaign analytics Social media engagement tracking Referral tracking and patient acquisition sources Surveys and feedback for improving patient experience 6. Task & Workflow Automation Data Assigned tasks for follow-ups and administrative workflows Reminders for check-ins, renewals, and patient outreach Conversion tracking to measure marketing success With the amount of sensitive information a healthcare CRM software stores, it must be HIPAA-compliant to protect patient privacy and ensure secure communication. 6 Things that a Healthcare CRM Software Can Do for DPC Practices 1. Automate Data Entry and Improve Accessibility Manually entering details of prospects and potential members can be tedious and time-consuming. A healthcare CRM takes care of this automatically. It collects and organizes information like inquiries, appointments, and membership status in one place. Instead of digging through legacy systems like spreadsheets or notes, providers can quickly find what they need more efficiently. 2. Cut Down on Admin Costs A healthcare marketing CRM handles routine tasks automatically like appointment reminders, follow-ups, and marketing campaigns. This means you, the provider, spend less time on manual data entry and other headaches. It keeps costs low by reducing the need for extra staffing too early in your practice to grow at a much more sustainable pace. 3. Schedule and Automate Marketing Content Keeping existing patient members engaged can be overwhelming but a healthcare CRM makes it easier by automating key touchpoints. With marketing capabilities like Amplify DPC ’s email sequence builder, for instance, providers can create and send targeted campaigns on new offers, services, discounts, etc., without spending hours on manual outreach. Meanwhile, automated follow-ups help nurture leads and move them further down the funnel, keeping potential patients engaged until they’re ready to commit. Many people need engagement through multiple touchpoints before making a decision, especially when they’re switching to a new healthcare model like DPC. Healthcare CRM provides that automated follow-up capability to keep the momentum going for interested leads. 4. Use Analytics Data for Better Patient Profiling and Targeted Marketing Many DPC providers offer various services, from chronic disease management to wellness programs. However, not every patient has the same needs. And a one-size-fits-all marketing approach often falls flat. This is where analytics-driven segmentation comes in. Providers can categorize patients based on engagement patterns to send targeted messages or marketing campaigns. Data-driven marketing allows DPC practices to deliver the right messages to the right patients at the right time. 5. Streamline Offboarding, Onboarding, and Renewals Bringing in new patients, handling membership renewals, and removing former members from your system can be a mess if done manually. A lack of a centralized, organized system makes it easy for information to get mixed or important renewal reminders to slip through the cracks. Healthcare CRM software helps easily manage these activities through automation. New members can receive welcome emails, fill out intake forms, and be reminded of appointments without having to do all of the work manually. You can set up the software to send automated reminders and follow-ups to keep memberships active. And when a patient decides to leave, they’re offboarded properly so no awkward emails or billing mix-ups happen later. 6. Ensure Data Security and HIPAA Compliance With all the sensitive data stored in a healthcare CRM, HIPAA compliance isn’t optional, but essential. DPC providers handle confidential member details, from contact information to billing records and communication logs, so security is a must. Unlike outdated legacy systems like paper files or disconnected databases, a CRM ensures that member information is properly encrypted, securely stored, and never at risk of being misplaced or leaked. A tiered access system adds another layer of security through role-based access. Clinic staff may have access to appointment scheduling and membership status, while only providers can access higher-tiered functionality. What’s the Difference between Healthcare CRM and EHR Software? A CRM is designed for patient engagement, marketing, and communication. Meanwhile, an EHR focuses on storing medical records and clinical documentation. A healthcare CRM cannot manage patient health records, diagnoses, or treatment plans which is why DPC providers require a separate EHR system to store and track medical histories. A marketing automation platform with CRM capabilities like Amplify DPC may assist providers in member engagement, but it cannot replace EHR for clinical care. Connecting these systems is the key to seamless marketing, member management, and patient care. What’s the Best CRM for DPC Practices? It depends on what you need it for. Every practice is different, so the right choice will boil down to your size, how many leads you’re managing, what channels you use to engage with patients, and arguably the most important, your budget. Size: Most DPC providers start small, often running everything on their own. At this stage, high-end CRMs like HubSpot or Salesforce can feel like overkill and too much for what’s needed. Something leaner and more intuitive, yet feature-rich and robust, like Amplify DPC might make more sense. Leads volume: A new DPC practice might get only a handful of inquiries weekly while a growing one could be juggling multiple patient sign-ups, consultations, and follow-ups. If you’re just starting, you don’t need an enterprise-level CRM with tons of bells and whistles, but rather something that works for where you are now but can also scale as you grow your practice. Engagement channels: DPC providers don’t just rely on email anymore. They connect with potential members across social media, SMS, website chats, and even automated follow-ups. Think about where your members currently reach out to you and at the same time, where you plan to expand your outreach. A good CRM platform should integrate with what you’re already using while giving you the flexibility to grow into new channels. Budget: Cost matters, especially for DPC providers who are just starting. High-end CRMs are expensive and packed with unnecessary features, while cheaper options may lack essential automation and marketing tools. The key is finding a CRM that fits your needs without overpaying. Amplify DPC offers the right balance by providing powerful features at a cost that makes sense for your clinic. Amplify DPC: A Marketing Automation Software and CRM Running a DPC practice means balancing care, marketing, and operations without a big team. However manual follow-ups and outreach take time away from patients. Amplify DPC helps. A robust marketing automation platform and CRM, it streamlines onboarding, office notifications, and patient messaging while complementing your EHR. If you need a smarter way to grow your practice and stay connected with patients, schedule a free 60-minute demo today and see how Amplify DPC can work for you.

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