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Recover Referrals Before They Disappear
What to say when families stop responding during the intake process.
Front desk teams often lose referrals because follow-up is inconsistent or delayed.
This guide provides simple scripts your staff can use to reconnect with families and move referrals forward.
Many pediatric therapy clinics lose up to 50% of referrals before intake due to slow follow-up and manual tracking.
Why Families Stop Responding
Families often stop responding during intake for simple reasons that clinics cannot easily see.
Families feel overwhelmed
Parents managing evaluations, diagnoses, and appointments can easily miss follow-ups.
They are comparing clinics
Families often contact multiple clinics and move forward with whoever responds first.
Next steps are unclear
When intake instructions are confusing, families hesitate or delay responding.
Intake feels complicated
Multiple forms, insurance questions, and calls can overwhelm families.
A simple follow-up message can recover referrals that would otherwise disappear.
Follow-Up Scripts
48-Hour Follow-Up
Hi [Parent Name], this is [Name] from [Clinic Name]. I just wanted to check in about getting [Child's Name] started with therapy. I know things can get busy, so I wanted to make sure you still have everything you need for the next step. Would you like help scheduling the next appointment?
5-Day Follow-Up
Hi [Parent Name], I wanted to follow up about therapy services for [Child's Name]. If now is not the right time, that is completely okay. I just want to make sure your referral does not get lost. If you would still like help getting started, we can schedule the next step here: [Scheduling Link]
If the Family Still Does Not Respond
Hi [Parent Name], we have not heard back and I did not want your referral to fall through the cracks. If you would like to move forward later, you can reach us anytime at [Phone] or [Email]. We would still be happy to help.
Stop Losing Referrals Before Intake
Therapprove helps pediatric therapy clinics track referrals, follow-ups, and waitlists in one place so fewer families fall through the cracks.