Notes for owners · Digital marketing
Planning a health awareness day that brings in patients, not only attendees
Decide before the day who calls each screened person, what the next step is for each result, and who owns the list. A planning sheet for a clinic running a health awareness day.
The GullySales team · Updated 17 Oct 2026 · 6 min read
Rules for this trade differ by state and professional body, and they change. Check the current position with your own council or adviser before you act on anything here.
On this page
- Start from the phone call after, not the banner
- The planning sheet
- Three outcome paths, each with an owner
- Capture only what you will use
- An invented example: a cardiac screening at a housing society in Nashik
- What should the event cost, and what should it bring?
- When a health day is not the right move
- Filling the sheet before booking the tent
A health awareness day brings in patients when the clinic settles three things before the day. Who calls each person screened, what the next step is for each result, and who owns the list. Without them, a good turnout becomes a list of names that goes cold. Plan the follow-up first. Then plan the event, sized to what your team can ring back.
Start from the phone call after, not the banner
Many awareness days are planned from the front: the date, the banner, the tent, the doctor on the stage. The follow-up is left to "we will call them". Then two hundred forms are collected in an afternoon, and the front desk has a normal week to run as well.
Reverse it. Ask first how many calls your team can make well, and over how many days. That number is the ceiling on the day, whatever the size of the crowd that turns up.
The planning sheet
Fill this in before you book the venue.
| Question | Answer to write down |
|---|---|
| Who is the clinician on the day, and what are they qualified to say? | Name, and what they will and will not advise |
| What do we screen? | A short list, only things we can do properly in the time |
| What is the next step for each outcome? | A normal result, a borderline one, one needing review |
| Who calls each person afterwards? | A named person, with the script |
| By when is every name called once? | A date, set by us |
| What does the patient pay for the next step, if anything? | A clear price or "consultation first" |
| Who owns the list? | One person, with access limits |
| What consent did we take for calls? | Wording on the form |
If any row is blank, you are not ready to announce the date.
Three outcome paths, each with an owner
People leave a screening in three groups, and each needs a different call.
- Nothing found. A short thank-you and a note about when to come again. The clinician decides the interval; the call only passes it on.
- Something to watch. An offer of a consultation, with the slot. This is the call that turns attendees into patients.
- Needs prompt attention. The clinician calls or sees them that day. This does not wait for the follow-up list.
Write the script for each in plain words. Do not diagnose in the call. The caller's job is to confirm that the person received their result, answer logistics, and book the doctor.
Capture only what you will use
A form that asks for twenty things gets half filled. Ask for five things: name, mobile, the best time to ring, what they came to be screened for, and a yes or no on whether you may call about their result and next step. Keep clinical findings on the clinician's record, not on the sign-in sheet that many people see.
Do not sell or pass the list to any other business, and do not use it for promotions unrelated to the patient's care without separate consent. Rules on health data and messaging differ and change, so ask your adviser what to put on the form.
An invented example: a cardiac screening at a housing society in Nashik
Take a small hospital offering a morning of blood pressure, blood sugar and an ECG at a large apartment complex. A resident welfare association agrees. The hospital's plan says sixty people, because the outpatient desk can ring about that many in the next few days without ignoring walk-ins.
On the day, the clinician sees sixty-three people, speaks to each in private, and tells them which group they are in. Forty-eight need only a thank-you; twelve are advised to come in; three are sent the same day. The twelve get a call from the same person, who has a list of open slots for the doctor and says: "Dr Joshi suggested you come in for a review. Would Thursday morning suit you, or Saturday?" Nobody was told a package price on the stage. If a patient asks what it will cost, the caller has a one-line answer.
Of the twelve, five book and three come, since some prefer to ask their own family doctor first, and two phones go unanswered twice. That is a modest return for a morning of staff time, and the hospital has to decide whether it is worth repeating. The mistake to avoid is skipping the second group: without a call, they go home with "please see a doctor", and no one in the hospital knows who they were.
What should the event cost, and what should it bring?
Do not measure it by attendance. Count after, in a sheet like this:
- People screened
- People in each outcome group
- People called, and how many answered
- Consultations booked from the second group
- Consultations attended
The ratio between the last two is the number to watch. If many book and few attend, the problem is the reminder, not the event. Our post on reading enquiry data from ad click to first visit uses the same four-step arithmetic.
When a health day is not the right move
Skip it if the clinic has no capacity to see the extra patients in the next fortnight; the goodwill of an unanswered call is worse than no event. Skip it too if the only plan is "to be seen in the community", with no screening or next step. A stall with a banner is advertising, and it should be priced and judged as advertising.
Filling the sheet before booking the tent
Fill in the sheet with your own team today, even if no date is set. If a row is blank, that is the work to do before booking anything. If you want help planning one, see health awareness campaigns. More on clinics is in the healthcare hub. When the sheet is full, tell us what you need.
