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Occupational therapy and rehabilitation centres · Follow up systems

The plan was explained once and the father was not there. Somebody has to ring.

A follow-up system for an occupational therapy and rehabilitation centre is the routine that tells the desk who contacts a family after each call, assessment or missed session, on which channel and in what words. GullySales builds it into the enquiry record so no family leaves without being asked what held them back.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

A healthcare coordinator explains an appointment form to a visitor at a reception desk

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for occupational therapy and rehabilitation centres

Sales and marketing for occupational therapy and rehabilitation centres, the overview.

Last updated 11 Oct 2026. Rules for this trade differ by state and professional body, and they change. We describe restrictions in general terms, so check the current position with your own council or adviser before you publish anything.

For occupational therapy and rehabilitation centres

Where it usually goes wrong, and what we would do.

  • “The decision is made at home after the assessment”

    The parent returns home, talks to her husband and her mother-in-law, and the centre does not hear from her again unless someone rings.

  • “Missed sessions become a lapse”

    A child who misses two sessions because of an exam or a holiday may not return. A call from the centre brings the family back.

  • “Follow-up must be gentle”

    A family dealing with a child's difficulty or a relative's stroke does not want a sales call. The tone is of concern and information.

What we do

What we deliver for occupational therapy and rehabilitation centres.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A named person for each enquiry and assessment

    A staff member responsible for each family, recorded beside the next action and date.

    Result: No family is left without someone responsible.

  2. Scripts for each situation

    Short, gentle scripts for an unanswered enquiry, an assessment done, a family that is thinking and a missed session.

    Result: The person who rings knows what to say.

  3. A next-action list for the morning

    A list of families to contact today, drawn from the register.

    Result: Follow-up depends on a list, not on memory.

  4. A routine for families who decide against

    A polite question about why, the reason noted privately and a referral to another centre if the family needs one nearer.

    Result: You learn what makes families stop at the assessment.

  5. A check-in at plan review

    A call to the family at the point where the plan is reviewed, to ask how the home routine is going.

    Result: A family that is struggling is heard before it stops coming.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

Follow-up routine for this trade

Here is what the centre does next for each family that has not yet started a plan, or has stopped.

A call or message not yet answered
The desk calls back the same day and offers an assessment slot. If the parent does not answer, send a neutral message with the number and hours. Record both attempts.
Assessment done, no enrolment
The therapist or the head rings after a few days to ask whether the family has questions on the plan. Offer to explain it to the other parent, and record what they said.
I will talk to my husband and parents
Offer a short call or visit with the others present, and send a written summary of the plan that someone absent can read. Note the person who will decide.
Two sessions missed
The desk calls to ask whether anything has changed, offers another slot and tells the therapist. Record the reason and what was agreed on make-up sessions.
Plan review reached
The therapist meets the family and explains where the plan stands in plain words, without promising a result. The desk records the next date and what the parent will do at home.
Family has stopped coming
One call to ask whether they have moved or found another centre, and a note of the reason. Offer to send a summary for the new centre if they ask.

Who it is for

This is written for these occupational therapy and rehabilitation centres.

  • Paediatric occupational therapy and sensory integration centres
  • Child development and early intervention centres
  • Neuro-rehabilitation centres for stroke, brain and spinal injury
  • Hand therapy and orthopaedic rehabilitation clinics
  • Geriatric and dementia day-care rehabilitation
  • Combined physiotherapy, occupational and speech therapy clinics
  • Home-visit therapy providers
  • Rehabilitation units inside hospitals
  • Special-education and therapy centres run by trusts

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    Enquiries by source, reply time, conversion and cost per order, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is reply time, a follow-up sequence, the page buyers land on or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the follow up systems work runs

  1. 1

    Measure today's reply time

    From last month's enquiries, we measure how long each waited for a first reply and how many follow-ups it got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Set up templates, tasks and ownership

    Templates, first-call questions, CRM tasks and named owners go live, with cover for leave and weekends.

  4. 4

    Track and adjust every month

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
How often can we call a family without it feeling like pressure?
Call once after the assessment to ask if they have questions, send the plan in writing and wait for them. If they have not replied, make one more call to say the slot is open and leave it to them. Parents under stress notice pressure.
Who should follow up, the therapist or the front desk?
The therapist for questions about the plan, and the desk for scheduling and reminders. Write the name of whoever rang against each family. A parent who asked a clinical question should hear from the therapist.
Is WhatsApp acceptable for follow-up, or should we call?
Send a neutral message first, such as a reminder that the centre is available for questions, and call if the family replies or if they have been silent. Never put a diagnosis or a progress note in a message.
What should we do when a family says no?
Thank them, note the reason in a word and leave the door open. Some families return when a school or a doctor says it again. Keep their consent for a single reminder at the start of the new school year.
Can you advertise a centre for children with developmental differences?
Yes, within advertising rules for health services and the platforms' own policies, which differ and change. Ads and pages describe the service and the assessment, never an outcome. Check your own council or association before publishing.
Can we show photographs of children in therapy?
Not without the parent's written consent, and many centres choose not to show children at all. Show the rooms, the equipment and the therapists instead. Never show a child in a way that identifies a condition.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.

More for occupational therapy and rehabilitation centres

Everything else we would do for you.

Or start from the overview: sales and marketing for occupational therapy and rehabilitation centres.

Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

Tell us what you need