Starting With a Clinic Marketing Agency: Your Onboarding Checklist

Quick answer: After choosing a clinic marketing agency, prepare your approved business information, creative materials, account access invitations, card billing setup and communication lines. Name an agency account manager and a clinic point of contact. Agree on who approves the work before anything goes live. Keep passwords and patient exports out of the onboarding folder.

When a clinic starts working with me, the first things I need are access to the ad accounts, creative assets, card billing setup and clear communication lines.

Use this marketing agency onboarding checklist to organize those essentials. For each item, name the person responsible and mark whether it is ready, waiting for approval or still missing. Ask the agency which items are needed for the first agreed task, so your team knows where to begin.

Confirm what the agency is starting with

Before collecting files, ask the agency to confirm the first piece of work in writing. Is it preparing ads, building a website or setting up another agreed service?

Use your agreement as the reference. List the starting task, what the clinic needs to provide and what the agency will prepare next. If something is unclear, settle it with the account manager before treating it as part of the work.

For every missing item, record:

• What is needed.
• Who will provide it.
• When they expect to send it.
• Whether the first task depends on it.

Avoid setting a launch date around materials or approvals that nobody has confirmed yet. Ask the agency to explain which missing items affect the starting date.

Gather approved clinic information

Prepare one current reference document for the agency. Include the business details relevant to the agreed work:

• The clinic's public name and branch details.
• Public contact information and opening hours.
• Website and social page links.
• Services the clinic has approved for promotion.
• Approved prices or offers, if these will appear in the work.
• Booking instructions and the team responsible for answering inquiries.

Have the clinic point of contact confirm that this information is ready to use. If an offer is still being discussed, label it as awaiting approval rather than placing it beside approved information without an explanation.

Keep this document about the business. Do not include patient records, booking lists or private conversations.

Prepare creative materials the agency may use

Gather your logo, brand references, clinic photos, videos and existing marketing materials relevant to the first task.

Choose materials the clinic has approved for marketing use. For this general onboarding folder, use clinic spaces, equipment and other approved materials without patient information or identifiable patient images.

Organize the files so the agency can tell what it may use. Label current versions clearly, and separate older examples from approved materials. Add a short note explaining any restrictions, such as an outdated offer that must not appear in new work.

If you do not have a particular asset, say so. Ask the agency whether it needs an existing file, a replacement or something newly created. Confirm who will prepare it before adding it to the starting plan.

Give access through invitations

At Revflow, the approach is to invite the agency as a partner or user in Meta Business, Google and the other tools needed for the agreed work. Keep clinic ownership in place and retain the ability to remove the agency's access.

Ask the account manager to identify the exact account, page or tool it needs, the access required and why. Have the clinic's authorized account owner send the invitation through that tool.

Do not send a shared password or a login verification code in the onboarding chat. If an invitation cannot be completed, tell the account manager what is blocking it and arrange help with the authorized account owner.

Keep a simple access list showing the tool, the invited agency account and whether access has been confirmed. Before marking an item complete, ask the agency to confirm it can reach the account needed for the task.

Arrange card billing setup

Card billing setup is one of the first things I ask a clinic to prepare.

Name the clinic person authorized to handle payment setup. Ask the agency to confirm where billing needs to be arranged for the agreed work, then have the authorized person complete the relevant steps in that platform.

Keep card details out of shared documents and group messages. Record whether billing setup is complete and who handles billing questions, without copying the card information into your checklist.

Confirm the agreed advertising budget and who may approve changes before ads begin. Preparing billing should not leave either team guessing about what spending has been authorized.

Name the people responsible for communication and approvals

I want an account manager named on the agency side and a point of contact named at the clinic.

Ask the account manager to coordinate agency questions and updates. Choose a clinic contact who can gather the right answers from your team and keep approvals moving.

If that person cannot approve everything, name the person who can approve each relevant item. For example, identify who confirms public service information, who approves creative work and who authorizes spending changes.

Agree on the main communication channel and where approval decisions will be recorded. For each approval request, ask for a clear description of what needs checking and when a response is needed. If the clinic needs more time, have its point of contact tell the account manager and agree on the next step.

Check readiness together before work begins

Use a short starting review with the account manager to confirm:

• The first task is clear to both teams.
• Approved clinic information and creative materials are available.
• Required access invitations have been accepted and checked.
• Billing setup and the authorized budget are confirmed where relevant.
• Both main contacts and the approval owners are named.
• Each missing item has an owner and an agreed next step.

Ask the agency to state what it will do next, what it still needs from the clinic and when it will provide the next update.

Your clinic's preparation should end with a clear starting point: the right information, usable materials, confirmed access and people who know what they are responsible for. Keep the checklist current until both teams have confirmed what is ready and what still needs attention.

Prepared with AI assistance. Migo reviewed and approved the article, and Revflow checked its factual claims before publication.