Dr. M

Hi.  I am working as an IC and have patient files from a doctor who has retired.  These 
files are anywhere from 5-15 years old.  I was curious if you had a letter on file (book 
or website) or something similar,  that  would explain to the patients that I am woking 
close to the other doctors previous location.

A:

Thanks for the e-mail. Old files are often difficult to reactivate. The best way is around 
and about. I would start by creating a log or data sheet with a breakdown of the names 
.. addresses .. phone numbers. If available the date of their last visit and the symptoms 
that brought them to the chiropractor. If you wish to spend the time compiling this data 
you will have the ability later to continue a campaign of awareness rather than a one 
shot deal.

Next .. determine how much time you have to reactivate these folks and set the time on 
a regular basis as follow through is the key. A letter and/or flyer is one of many 
approaches but since you wish to reach them somehow .. lets do it as effective as 
possible. 

First .. a letter or flyer just reacquainting them with a chiropractor. Since this is going 
to a select group of previous patients you may wish to highlight in bold or banner 
fashion the fact that it is the same office but different doctors. Also .. if you are part of 
any HMO or PPO network be sure to list these as a highlight and if any large local 
company is covered within these plans be sure to highlight them as well. Also .. if you 
are involved in any specialized technic or promote a certain condition than be sure to let 
them know. Since they have already been to the office .. you may wish to mention 
some buttons words such as wear and tear .. being proactive .. ergonomics .. family 
care .. etc. If you offer workshops or special programs let them know as well. The 
trick is getting the most for the buck without looking too overwhelming.

Second .. Print enough of these letters along with a complimentary evaluation flyer 
...be sure it has an expiration date .. 2-4 weeks from date of receiving their letter (this 
leaves it open with some urgency. Determine how many you will mail per day or every 
other day and send them out. The numbers sent is important as a follow up phone for a 
good number of these should be made as well. The script for the phone call is simple .. 
„Is this Mr. Smith?¾ Hi, this is Joan from the Family Chiropractic Center and we 
recently sent an invitation to you, do you remember receiving it? Great .. well the 
purpose of the letter is to let you know that Dr. Smith no longer is in this office and for 
the past two years Dr. Jones has been practicing here. We found your records and felt 
in proper to call and see how you were doing. Seems that your last visit was over two 
years ago and you came in with lower back pain. Have you been to a chiropractor since 
your last visit here? Well .. let me suggest you take advantage of the invitation you 
received. If you wish, I can set up a time for a complimentary evaluation, which 
normally costs $75, but is free as our way of introducing you again to our office. What 
I like most about these calls is how the people respond when they do take advantage of 
the evaluation. We can give you some conservative advice concerning exercises and 
lifestyle changes that will help you greatly. Also, if you need and wish to resume your 
chiropractic care we can assist you as well. Now I have a morning and afternoon time 
open which would you prefer?¾

If they did not get the letter then the script is the same except it begins: „Well .. do you 
have a minute .. I can go over it now.¾  or .. well let me get your proper address .. is 
it?¾

As for the letter: (it can be generic or you can personalize it)

Family Chiropractic Center
Dr. John Smith 

Dr. Smith and the entire staff of the Family Chiropractic Center invites you to our 
office again. Our records show that you were once a patient of Dr. Jones, who no 
longer is in this office. Dr. John Smith has been our chiropractor since 1995, and has 
developed a family oriented practice along with his dedicated staff.

In-Network Specialties Within

Aetna .. Blue Cross .. Cigna .. Medicare .. Prudential .. State Merit

We have been accepted within the above insurance plans which covers these employees 
of Home Depot .. UPS .. Lucent .. Delta .. Microsoft .. Apple Computer

As a way of Welcoming you back to the Family Chiropractic Center, we invite you to 
schedule a complimentary Spinal and Stress Evaluation. This examination normally 
costs $75, but is offered at no charge to you. We will go over your recent history and 
offer conservative advice concerning exercises, nutrition and some subtle lifestyle 
changes. If you need and desire chiropractic care we will assist you or refer you to a 
chiropractor closer to your work or home. 

Structural stability is a must to avoid the chronic problems related to  stress and chronic 
wear and tear. Take this opportunity to call and make this important appointment.  

If you have any questions please call our office at ...... 

offer expires two weeks after receiving this letter