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1 An advanced, powerful appointment booking & confirmation tool …….designed to streamline and automate todays business. An advanced, NON calendar-based.

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Presentation on theme: "1 An advanced, powerful appointment booking & confirmation tool …….designed to streamline and automate todays business. An advanced, NON calendar-based."— Presentation transcript:

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2 1 An advanced, powerful appointment booking & confirmation tool …….designed to streamline and automate todays business. An advanced, NON calendar-based appointment confirmation tool …….designed to increase business efficiency.

3 2 CONFIRM-IT and CONFIRM-IT2 are advanced appointment confirmation products designed for small to medium businesses (IVR-based). Both products unique design allow them to pay for themselves in less than 1 year! CONFIRM-IT offers a calendar to provide appointment booking while CONFIRM-IT2 interfaces with customers existing scheduling packages to provide appointment reminders. Here is their story……..

4 3 What is Confirm-IT/2? Confirm-IT/2 are easy- to-use, robust appointment booking and confirmation tools developed to increase PRODUCTIVITY

5 4 Why Sell Confirm-IT/2? Because 50% of ALL NO-SHOWS for appointments occur because they are forgotten………. =LO$T REVENUE

6 5 Confirm-IT/2 allows businesses to increase their efficiency and professionalism resulting in TOTAL customer or patient care. Why Sell Confirm-IT/2?

7 6 Confirm-IT/2 can remind customers/patients of their appointment by a telephone call, , text message or all three! Why Sell Confirm-IT/2?

8 7 Reduce Missed Appointments What Can they Do?

9 8 Replace Costly & Ineffective Reminder Cards & Phone Calls What Can they Do?

10 9 Eliminate Old Unreliable Approaches What Can they Do?

11 10 Build a Customer/Patient Database What Can they Do?

12 11 Track Performance What Can they Do? By Appointments By Procedures By Providers By Customers or Patients

13 12 Contact Idle and Inactive Customers/Patients What Can they Do?

14 13 Provide Live Service (if connected to tel. system- dial 0 to reschedule now) Create Customer/Patient Profile Create Appointment Notes Generate Employee Work Schedule Cancel Appointments What What Else Can they Do?

15 14 What Confirm-IT/2 Do! Increase BUSINESS! A N D T H A T S T H E B O T T O M L I N E !

16 15 Target Markets Both Confirm-IT products address a wide array of vertical markets. There are 6 unique software packages for Confirm-IT & 3 for Confirm-IT2. They have been designed to address numerous markets and opportunities. You most likely have customers and prospects in many of these sectors today. The Applications are:

17 16 CI/2 Applications MEDICAL CARE MEDICAL CARE MEDICA Dental Optometry Medical

18 17 CI/2 Applications ANIMAL CARE ANIMAL CARE ANIMAL C Grooming Veterinary Kennel

19 18 CI/2 Applications SERVICE SERVICE SERVICE SERVICE S Food Delivery SERVICE SERVICE SERVICE SERVICE S Repair Restaurant SMB Delivery

20 19 Confirm-IT Applications PERSONAL CARE PERSONAL CARE PERS Hair Nail Massage Fitness Spa Tanning PERSONAL CARE PERSONAL CARE PERS

21 20 Confirm-IT Applications LEISURE LEISURE LEISURE LEISURE L Upscale Dining LEISURE LEISURE LEISURE LEISURE L Resort Private Club

22 21 Confirm-IT Applications BUSINESS BUSINESS BUSINESS BUSINE Utility SMB BUSINESS BUSINESS BUSINESS BUSINE Accounting

23 22

24 23 Confirm-ITs Calendar

25 24 How Confirm-IT Works THREE DAY VIEW

26 25 BOOKING AN APPOINTMENT Click on an available timeslot under the provider you want Click on Save and the appointment is booked

27 26 How Confirm-IT Works Appointments Booked Office Confirmed Home Confirmed Confirmed Cell Confirmed Text Msg Confirmed Callouts Begin From: The Monterey Health Club-You have a court time reserved on Thursday, June 15 at 5:00PM. To cancel please call (212) Thank you.

28 27

29 28 There are many commercially available appointment scheduling software applications being used today. Each of these applications must have some type of Database where the appointment information is stored. Most applications have the ability to share this Database information. How Confirm-IT2 Works

30 29 Confirm-IT2 only needs non-confidential appointment related information such as Appointment Date and Time, First Name, Last Name, Phone Number, . How Confirm-IT2 Works

31 30 Confirm-IT2 actually builds its own internal Database based on the imported appointment related information. How Confirm-IT2 Works

32 31 How Confirm-IT2 Works Manually or Automatically imports scheduled appointments data from popular file formats: Comma Separated Data File (CSV) Spreadsheet File (Excel, Fox Pro, Paradox) Structured ODBC Database (Access etc.)

33 32 On the existing scheduling system software, Jill books an Appointment: Mary Jones 7/25/08 9:00 am Mary Jones 7/25/08 9:00 am Any new appointments or changes since the last time I checked? Mary Jones 7/25/08 9:00 am Sue Hunt 10/30/08 10:30 am Joe Smith 10/30/08 1:00 pm Mary Jones 10/25/08 9:00 am Local Area Network LAN of Office Todays date is 7/18/08 so dont send a reminder to Mary until 7/24 (one day before her appointment) Appointments File Appointment File containing First Name, Last Name Appointment Date and Time Phone Number, , Cell etc. Confirm-IT2 Server Typical Business Operation With Confirm-IT2 How Confirm-IT2 Works

34 33 07/24/ :01 AM 07/25/ :00 AM Mary Jones 07/24/ :01 AM 07/25/ :00 AM Mary Jones (203) Thursday July 24, :05 AM 07/23/ :11 AM 07/24/ :00 AM 07/23/ :10 AM 07/24/ :00 AM 07/23/ :09 AM 07/24/ :30 AM 07/23/ :08 AM 07/24/ :00 AM 07/23/ :07 AM 07/24/ :00 AM 07/23/ :06 AM 07/24/ :30 AM 07/23/ :05 AM 07/24/ :00 AM 07/23/ :04 AM 07/24/ :00 AM 07/23/ :03 AM 07/24/ :30 AM 07/23/ :02 AM 07/24/ :00 AM 07/23/ :01 AM 07/24/ :00 AM 07/23/ :00 AM 07/24/ :30 AM How Confirm-IT2 Works Phone/ reminders to Mary are shown on Jills main screen Todays reminders are shown in Bold in Date/Time Confirmed

35 34 Appointments Booked Office Confirmed Home Confirmed Confirmed Cell Confirmed Text Msg Confirmed Callouts Begin How Confirm-IT2 Works

36 35 When Confirming Appts Can detect Busy, No Anwser, Answering Machine/Voice Mail-plays appropriate Message Programmable choices (1 to confirm, 2 to cancel, 3 to repeat, 0 to reschedule) 4 port Dialogic Card (Multi-line & Quality Approach) Confirmation Report Calendar Icons How Confirm-IT/2 Work

37 36 MESSAGES 1. Appointment Confirmation Greeting 2. Appointment Cancellation Greeting 3. Birthday Greeting 4. Business Closed Greeting Entire Business One Provider 5. Inactive How Confirm-IT/2 Work

38 37 MESSAGES 7. Appointment Re-Schedule 8. Notify NOW 9. Date Appointment 10. Range Appointment 11. Programmable (Future) 12. Text to Speech (can speak name, provider & service-Future How Confirm-IT/2 Work

39 38 How Confirm-IT/2 Work

40 39 How Confirm-IT/2 Work Sample Messages Appointment Confirmation Message Hello, this is [Business Name] calling to confirm your appointment on [Date] at [Time]. If you need to cancel this appointment please contact us at Phone Number to reschedule, thank you. Appointment Confirmation /Text Message Subject: [Business Name] You have an appointment on [Date] at [Time]. To cancel call [Phone Number],thank you

41 40 How Confirm-IT/2 Work Confirm-IT/2 consist of two components; (1) Client software (the calendar) which must reside on a customer provided PC Windows 2000 VISTA Windows XP

42 41 How Confirm-IT/2 Work (2) Server software which can reside on Confirm-ITs own hardware OR on a NEC DFx Voice Mail.

43 42 How things connect… Customer Provided PC with Confirm-IT/CI2 Software CO Lines Router Ethernet High Speed Internet Service to ISP WAN Confirm-IT/CI2 Server To make telephone reminders To make /text message reminders How Confirm-IT/2 Work

44 43 CI Sample page in the Wizard Installation

45 44 CTL provides additional Professional Services to eliminate any installation or maintenance concerns you may have. Installation

46 45 Because both Confirm-IT and Confirm-IT2 reduce missed appointments, their payback literally occurs in days! The Payback Model

47 46 The Payback Model OK, LETS ASSUME…… 1. CI/2 avoids just 2 missed Appointments/week 2. Each Appointment cost is $ $ X 52 weeks = $ 10, Appoinments $ = $ week CI/CI2 saved over $ 10, in the 1 st year alone!

48 47 This does not include the additional savings received eliminating your cost of a person to make manual telephone calls or your cost of reminder post cards! The Payback Model

49 48 PHONE CALL COSTS # of reminder calls made (# calls made x 2 minutes/call) 60 min x hourly wage Daily Monthly Annually _______ $______ Could easily COST you over $ 5, annually! The Payback Model Have your own staff make the calls

50 49 REMINDER CARD COSTS Total # mailers Sent Cost per piece/mailers=$.42 Assumptions: 20 cents postage per card 5 cents printing per card 60 cards/hr= $.17/card Daily Monthly Annually ______ _______ $______ Could COST you over $ 6, every year! The Payback Model Have your own staff send mailers

51 50 Or compare it to companies that just make the calls for you from a remote location and charge on a per confirmation call basis. 20 cents X 100 calls/day X 6 days/week X 52 weeks/year = $ 6, EVERY year! The Payback Model

52 51 Nor does it include the significant benefits of the additional features Confirm-IT provides that will bring even more profit to your bottom line. The Payback Model

53 52 Phone Calls Reminder Cards No-Shows Total Savings Confirm-IT Price installed PAYBACK PERIOD (savings/costs) Daily Monthly Annually ______ Months $______ $_________ The Payback Model

54 53 REVIEW SIMPLE, PRACTICAL, AFFORDABLE 9 Great Apps CTL will help you! Compliments your target markets…and your base Builds Customer Profile

55 54 Builds & Maintains a Customer/Patient Database Provides Detailed Reports Limited Competition Replaces Costly Mailings Increases Professionlism, Efficiency and Productivity Tracks Sales REVIEW

56 55 REVIEW Provides a Working Calendar Does Not Impact Telephone System, Network, Computer Flashes the Line for Live Service Generates employees work schedule Contacts Idle Customers/Patients

57 56 REVIEW Notification to customers/patients & employees Not exactly what they want? Birthday Notification Fantastic Payback Model! Multiple clients Instant Notify Recession Proof

58 57 Confirm-IT! Confirm-IT2! - Automatically remind customers/patients of their appointment virtually ANYTIME, ANYWHERE

59 58 CTL Inc. 375 Bridgeport Ave Shelton, CT


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