How to Use This System
The 3-Part System
This workflow keeps the process simple for the patient while helping the clinic maintain clear accountability.
1. Explain the loan clearly
Before the patient leaves, explain that the magnets are part of their treatment and are being loaned for short-term use.
2. Complete the loan form
Record the magnets issued, confirm the return date, and have the patient sign the agreement.
3. Follow up consistently
Use a manual FOFF file or digital reminder so no loaned magnets are forgotten.
Simple Patient Explanation
Suggested Staff Script
“These magnets are part of your treatment—they help continue the work between visits. We loan them to you and just ask that you bring them back next time. Most patients do great with them, but if they’re not returned we simply charge the replacement cost listed here. If you love the results, you can always purchase your own.”
Follow-Up System
Day 1–31 Expanda File
- Use an expander file labeled 1–31
- Place the signed form 7 days ahead or on the next visit date
- Check the folder each day
- Close or file returned forms
- Follow up if magnets are not returned
Digital Reminder Option
- Practice management reminders
- Calendar reminders
- Simple task software
- Reminder set for the return date or next visit
Reminder Example
Patient Reminder Message
“Hi [Name], just a quick reminder to bring your Q Magnets to your appointment tomorrow. They’re an important part of your treatment.”
Key Principles
- Magnets are reusable clinical tools
- Patients should understand their responsibility
- Clear expectations reduce lost items
- Most non-returns are due to forgetfulness
Staff Training Guide
Use the one-page staff guide to help your team explain the loan system consistently, complete the form correctly, and manage follow-up using either a manual FOFF file or digital reminder.
Patient Instruction Sheet
Give patients a simple take-home instruction sheet so they understand how to use, care for, and return their Q Magnets correctly between visits.
