Patient prospecting is a task that can be performed both inside and outside the clinic, and its objective is to maintain a good flow of clients and guarantee financial movement. Outside the clinic, you can capture customers with marketing actions, whether on social networks, or billboards, among others. Inside the clinic, you can prospect those patients who have already undergone some care, and today we are going to explain to you how this is possible.

By making use of good management software, clinic and practice administrators can use a variety of graphs and reports to better direct their activities. At Ninsaúde Apolo, for example, you can find some prospecting reports that can help you increase your income.

Before we continue, we need to know: Do you already know the our system Ninsaúde Apolo for health clinics? The health software Ninsaúde Apolo has an agile and complete schedule, personalized electronic medical records for each specialty and with legal validity, teleconsultation, financial control, and much more. Schedule a demo or try the Ninsaúde Apolo software right now!

In addition to prospecting reports, if you are a Ninsaúde Apolo user, you will also be able to enjoy the CRM Clinic - Sales Funnel* a functionality where it is possible to create columns with steps and insert the contacts of those who want to prospect. Therefore, you can use the report to generate a list of contacts and organize them through the funnel, and in this way, you will be able to better manage your negotiations and make more sales.

Prospecting reports

Ninsaúde Apolo has two types of prospecting reports, and both reports are in the Schedules menu, Reports submenu. When accessing this screen, the user must press on the Patients option, and then, in Report type, you must select one of the available prospecting reports.

For the reports to bring more accurate information, it is necessary to fill in the filter fields, and they are period, the status of the attendance, health professional, care branch, service, insurance, and forwarder. Some of these fields can be left blank, given that they are not always used in the act of scheduling, as is the case with the forwarder. If you leave these fields blank, the system will list general information about the clinic (that is, from all professionals, from all units, and so on). In the case of the period, if the field is not filled in, information from the last 30 days will be listed.

Report - Patient prospection 1

The "Patient Prospect 1" report gives us information about patients who booked only one service but did not return. Therefore, when entering a period in the filter, the report will list all patients who had an appointment at the clinic only during that specific period. We remind you that you can still choose to filter only patients who were attended, or if you prefer, you can select the "All" option.

In the example below, the period entered was 01/01/2021 to 01/08/2022. A specific health professional, Dr. Karina Romão, therefore the report will only list patients scheduled with this professional. In this report, in addition to the patient's name and some data from their appointment (date, service, amounts paid) you will also have access to the contacts of these patients, ie phone and email, if you have them.

Report - Patient prospection 2

The "Patient Prospect 2" report in some respects is very similar to the report presented earlier, however, here not only the patients who were in the clinic for a single visit will be shown, but those who visited the clinic in a certain period and do not have future appointments from the current date. In the demonstration below, however in this example, in addition to the health professional Dr. Karina Romão. If you use the service filter, it is possible to track all patients who scheduled a specific service in that period but who have no more future appointments from the date the report was generated.

Note that in the "patient prospect 2" report there are three columns of values: private, insurance, and amount paid. What does that mean? The private and insurance values are values practiced by the clinic, but the amount paid is the amount that the patient paid.

This column exists because, even though the procedure value is already pre-established, there are cases where the healthcare professional grants a special discount to the client. Knowing this and having this information in hand, it will be easier to negotiate with this patient when he needs to schedule his next appointment.

CRM Clinic Apolo - Sales Funnel

Once you've listed the patients you want to contact, it's time to organize them within your sales funnel. A funnel, as it is popularly called, is actually what CRM is called (Customer Relationship Management), and it is about storing information not only on current customers but also on those considered to be potential ones. With a CRM system, it is possible to bring together all the points of contact between you and your customer, including phone calls, emails, and visits, among other interactions.

Following this logic, after generating the report with information about which patients scheduled only once and did not return, or even about those who do not have new appointments after a certain period, you will be able to create a funnel to contact these people and offer new services, or you can even invite them to repeat the last procedure that was scheduled for them at the clinic.

With the CRM Clinic, Apolo sales funnel, you can create a funnel for each type of sale and add steps inside it. Within each stage, the businesses will be added, that is, your customers with whom you will be negotiating.

These businesses will be grouped in columns, thus obeying a pattern also present in other CRM systems on the market. To the extent that there is progress regarding the completion of the sale, you can drag this deal to the next step column. In addition, in each deal, you will be able to insert interactions, which work as a negotiation history for each contact.

It is important to note that when creating a funnel you can assign a type of distribution, which can be manual, or rotation, or rotation by value. The type of distribution will affect the users who will be responsible for making sales, so when you choose the rotation by value option, you may assign a high-value deal to your most experienced employee.

In addition, you can also enter access restrictions, which means that only authorized users will be able to view the deals and stages of certain funnels. This practice, in addition to helping with the secrecy of certain types of negotiations, also allows you to avoid internal conflicts between employees.

CRM Clinic Apolo is a broad functionality with several configuration options and can be used to prospect not only those who are already your clients, but also future patients who have not yet visited your clinic. Run marketing campaigns and transfer your leads to the Apolo funnel. To learn more about the other advantages and all the details of CRM Clinic Apolo, we suggest reading our article "CRM Clinic: Funil Apolo for Clinics and Offices".

So, did you like the tips? Keep following the blog for more content that will help you and your clinic. And if you still don't use software to manage your clinic or office, check out Ninsaúde Apolo. With it, you will be able to enjoy several advantages, including the CRM Clinic. Go to and request a demo.

*CRM Clinic Apolo is an application marketed as an extension of Apolo software. Get in touch to consult the values.