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Welcoming New Patients to Your Clinic

Posted by Positive Impressions on Sep 12th 2019

While you probably concentrate your marketing on getting new patients and retaining established clients, it’s easy to forget that you need to make a good first impression. A well-planned goodie bag and patient packet can do a lot to make new clients feel comfortable at your practice, answer common questions and avoid problems with future appointments. Here’s how you can build a new patient package that makes doing business easier for you and helps you build a strong relationship with your new clients.

New Patient Forms 

Depending on your local laws and website security setup, you may be able to post these online, giving new clients a chance to check their records for information, saving time and eliminating confusion at your office.

Basic client and pet information: What’s the name and breed of the pet? Where does the pet and owner live?

Medical history: Has the pet been diagnosed with any diseases? What medications are they taking? Do they currently suffer from any health problems that haven’t been treated?

Preferred form of contact: What is their cell phone number and email? Do they prefer getting messages via text or email, or do they prefer phone calls?

Other legally required forms: Depending on your state laws, you may need a separate form to show that you’ve notified the client about medical records access or have limits to the level of care you offer.

Marketing release form: If you plan on including patients and their owners in online or print marketing materials, you need to have the owner’s permission first.

Medical records release form: A release form for records from their previous veterinarian.

New Patient Packet

While forms give you the information you need to care for your new patient, the new patient packet should help clients care for their pets. This includes information they need when working with your clinic and keeping up on their pet’s health at home.

- Clinic policies, including hours, appointment cancellations, and emergency contacts
- Policies on prescription medications, including how to contact the office for questions and refills
- General health tips for their pet
- Advice for local or seasonal pet health issues: this can include information for medical issues like heartworm, or advice for protecting their pet in cold or hot weather.
- A form to keep track of immunizations


Including a few freebies can help clients feel welcome, and it can be a powerful marketing tool. This can help steer clients toward buying pet-safe products at your retail space, use your other services, and give them a few more items to keep your clinic information at hand.

- Treats
- Product samples
- Leashes
- Pens
- Calendars

Labeling these items with your clinic name will help clients refer back to your practice, whether they want to buy more of a product or they’re thinking about their pet when they’re on a walk.

- Fridge magnets with your clinic information

Fridge magnets last longer and are less likely to be lost than paper business cards. If the client put care instructions on their fridge, the magnet keeps your contact information on hand if they have questions.

- Coupons for other clinic services, including grooming and boarding

This will encourage new clients to use more of your services.

Packing it All Up

A pet-themed bag makes it easy to store all the new goodies and forms they’ll need for their pet, and it helps give clients a better impression of your clinic. Your employees can pre-fill bags with all the forms, paperwork and goodies, so they can be handed to clients as they enter or leave the clinic.

We Can Help You Make Clients Feel Welcome

Positive Impressions, LLC is well known for our custom printed reminder cards, but we can do a lot more for your clinic. Looking for branded goods to promote your practice? We can custom print pens, leashes and calendars with your contact information. Need some veterinary business cards? We can print your clinic information on paper stock or magnets. Want to add some pizazz to your goodie bags and retail products? We offer several pet-themed plastic and Kraft paper bags. Get started by checking out our latest specials on our website.

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