Changing your orthopedic marketing agency starts with a controlled handover. Before replacing campaigns or rebuilding pages, establish which accounts your practice controls, how enquiries reach your team and what the incoming supplier is responsible for. A practice administrator should be able to follow that plan without relying on one person’s memory.
Considering ongoing marketing support? I run orthopedic marketing agency services for practices like yours. I can discuss your priorities and possible scope. Fees, responsibilities, account access and handover terms are defined in a written proposal. Request a marketing review
This checklist is for orthopedic practice owners and group administrators comparing providers or preparing a transition. It is a planning framework, not a claim that a change of agency will increase patient volume. For ongoing support, see our orthopedic marketing agency service.
1. Name the practice owner for each account
Create an inventory covering your domain registrar, hosting, website, Search Console, analytics, local profiles, advertising accounts and enquiry tools. Record the account identifier, the practice’s responsible person, the current supplier’s role and any renewal date. Keep passwords and recovery codes in the practice’s approved password manager, outside the handover document.
Check access while the outgoing team is still available. A spreadsheet saying that the practice owns an account is insufficient if nobody at the practice can sign in. Use named accounts and the permission level needed for the work. Your authorized administrator should approve access changes.
Google documents distinct Search Console ownership and user roles and a separate process for transferring Business Profile primary ownership. Follow the relevant process; access to one product does not establish ownership of every marketing asset.
2. Map every route from the website to your team
List the phone numbers, forms, booking links and location contact routes that visitors use. Identify the destination and the staff owner for each. Include any supplier-managed forwarding number, notification address or integration that could stop working when a contract ends.
Arrange labeled test enquiries with the receiving staff. Confirm delivery, the correct location, the acknowledgement shown to the visitor and who follows up. Keep tests separate from genuine enquiries in reporting. Use the orthopedic intake guide when the problem continues after the enquiry arrives.
3. Save the baseline before changing the work
Record the reporting window, website pages in scope, active campaigns, spending limits and the definitions used for enquiries and appointments. Keep a dated list of open issues. This helps the incoming agency distinguish a pre-existing problem from a change introduced during handover.
Separate brand searches from searches for services and locations where the data allows. A rise in clicks does not by itself establish a rise in appropriate new-patient enquiries. The orthopedic marketing dashboard guide provides a starting point for agreeing definitions with your team.
4. Agree what stays live during the transition
Choose a transition window with your website, marketing and scheduling owners. List the services that must remain available, the person authorized to approve a change and the check that confirms it worked. Avoid combining an agency handover, domain move and major website redesign unless there is a clear reason and a recovery plan.
For website edits, request a backup of the affected content and configuration, a description of the proposed change and a restoration owner. If URLs will change, review the mapping and destination pages before launch. Our orthopedic website scope and migration guide covers that separate project.
5. Make the incoming scope specific
Ask the new supplier to name the locations, service lines and deliverables included. For each deliverable, record its purpose, who supplies the facts, who approves it and what acceptance looks like. For example, a location-page task can require approved office details, a working contact route and links to the services actually available there.
Separate agency fees from advertising spend, software subscriptions and third-party work. Confirm which assets and accounts the practice can keep using after the engagement. Compare proposals with the orthopedic agency shortlist guide, and review marketing scope and budget considerations before agreeing the work.
6. Close the handover with a practical acceptance check
- The practice’s account owners can sign in and confirm the relevant roles.
- The agreed website and contact routes work on a phone and desktop.
- Labeled test enquiries reach the intended staff owner.
- The team can locate the dated baseline, approved scope and recovery instructions.
- Remaining issues have an owner and a next action.
- The practice’s administrator reviews outgoing access after confirming continuity.
Keep the checklist open until each item has evidence. A handover meeting alone does not establish that enquiries are reaching the right office or that the practice retains usable access.
Discuss the handover your practice needs
Sprout Sage Solutions can discuss an orthopedic marketing engagement around your current website, priority locations and the responsibilities your team needs covered. Request an orthopedic marketing consultation. Share your website, your role and the transition concern; keep passwords, patient information and private records out of the public enquiry form. Scope, fees, access and handover terms are agreed in a written proposal.
