Dashboard Medical Courier System
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Module 8 Day 8 of 14

Finding Contracts: Where the Money Hides

12 min read 5 sections

Prospecting Mindset

You're not looking for a job. You're looking for a problem to solve.

The problem is specific: their current courier is unreliable, late, or unresponsive — or they don't have one at all. Either way, you are the solution. Your only job is to find the right person and have the right conversation.

Pipeline math: Contact 20 facilities → 6 conversations → 2 contracts → $500–$1,200/month added revenue. That's the real conversion funnel. Plan for these numbers and you won't be discouraged when 14 people say no.

"To land 1 contract, you need 3 conversations. To get 3 conversations, you need to contact 10 facilities."

Five Prospecting Channels

Use all five channels simultaneously. Different facilities respond to different approaches.

MAP

Google Maps Cold Outreach

Search "diagnostic lab [city]", "physician office complex [city]", or "urgent care [city]". Call the main number and ask for the office manager. This is your highest-volume channel.

High volumeAny timeFree
HOSP

Hospital Vendor Portals

Register as a logistics vendor with major health systems. Takes time to process but opens doors to large recurring contracts.

Large contractsRecurring
LI

LinkedIn Outreach

Search "lab manager [city]" or "clinic administrator [city]". Connect, then send a short message. More personal than cold email, lower competition than job boards.

Decision makersWarm channel
WALK

Walk-In Visits

Target office complexes with 5+ medical tenants. Dress business casual, ask for the office manager, and leave a capability statement. This channel has the highest close rate — roughly 1 in 4 conversations become contracts.

Highest close rateBusiness casual1-in-4
REF

Client Referrals

After 30 days of service with any client, ask: "Do you know any other offices that could use a reliable courier?" One question, asked consistently, builds the easiest pipeline you'll ever have.

30+ days inWarm leadsHighest trust

Prospect Database

A tracked list is what separates couriers who land contracts from couriers who stay busy without results. You need 20 prospects tracked before Week 2 ends. That's 4 per day for 5 days.

Every prospect needs: name, type, contact, channel, date contacted, response, follow-up date, and status. Without this, you'll lose track of who said what — and follow-ups are where contracts close.

Prospect Database Template

Copy into a spreadsheet. Add one row per facility. Track everything.

PROSPECT DATABASE

Facility Name | Type | Address | Contact Name | Phone | Email | Channel | Date Contacted | Response | Follow-Up Date | Status
-------------|------|---------|-------------|-------|-------|---------|---------------|----------|---------------|-------
Example Clinic | Physician Office | 123 Main St | — | (555) 000-0000 | — | Walk-in | — | — | — | New
[Add rows as needed]
"20 prospects = 4 per day for 5 days. Set a timer for 45 minutes each morning. That's your prospecting block."

Cold Call Script

Use this script verbatim until you have it memorized. Then adapt it to your voice. The structure — open, qualify, empathize, ask — is the part that matters.

YOU: "Hi, can I speak with the office manager?" [Transferred or speaking to manager] YOU: "Hi [Name], my name is [Your Name] — I run a local medical courier service called [Business Name]. I'm reaching out to a few physician offices in [City] because I specialize in specimen and supply transport for small practices. Do you currently use a courier service for lab pickups?" [IF YES]: "Great — are you happy with them, or is reliability ever an issue?" [IF NO or ISSUES]: "That's actually what I hear most. I'd love to drop by for 10 minutes to show you how we work — no obligation. Would [Day] or [Day] work better for you?" [IF PUSHBACK]: "I completely understand. Could I at least send over a one-page overview of our services and rates? What's the best email for the office manager?"

Objection handlers:

"We already have a courier."
Plant yourself as the backup. "That's great — would you be open to keeping my contact info in case you ever need a backup or your situation changes?" Backups become primaries faster than you think.

"We're not looking right now."
"Totally understood — when would be a better time to reconnect? I can reach out in 30 days." Then put it in your tracker and do it.

"Send me an email."
"Absolutely — what's the best email? I'll send something over today and follow up on [specific day] to make sure you got it."

"I need to talk to the doctor."
"Of course — can I leave a one-page summary for them? I can drop by tomorrow morning or I can email it right now, whichever is easier."

Best call times: 9:30am–11am and 2pm–4pm. Never during lunch (11:30am–1pm). Never on Monday mornings or Friday afternoons.

Email & LinkedIn Templates

Send the cold email on Day 1. Follow up twice. That's the full sequence. Most couriers send one email and quit — 50% of contracts close on follow-up #2 or #3.

Subject: Reliable Lab Pickup Service — [City] Area Hi [First Name], I run a HIPAA-compliant medical courier service serving physician offices and diagnostic labs in the [City] area. A few practices have mentioned that their current courier situation isn't reliable — so I'm building out my schedule for next month and wanted to check if your office does regular specimen or supply pickups. If so, I'd love to connect for 10 minutes to walk through how we work. No contracts required to start. [Your Name] [Business Name] [Phone] COI available on request

Follow-Up Sequence:

DAY 1: Initial email (above) DAY 4 — Follow-Up #1: "Hi [Name], just bumping this up — I know how busy things get. Would a quick 5-minute call work this week? I'm flexible on timing." DAY 10 — Follow-Up #2 (Final): "Hi [Name], I'm finalizing my route schedule for next month, so I wanted to check in one last time. If courier services aren't a fit right now, no worries at all — I'll keep your office in mind for the future. If timing does work, I'm available [days]."
50% of contracts close on follow-up #2 or #3. Most couriers give up after one call. The ones who follow up are the ones who build a full route book.
Up next — Module 9 The Pitch: Walk Into a Meeting, Walk Out With a Contract

Medical Courier Startup System · For educational purposes only · Not a job offer or certification