How to sell to Heads of Operations at Healthcare companies
Heads of Operations in healthcare are primarily measured on operational efficiency, specifically in reducing patient wait times. They respond to outreach that demonstrates a clear understanding of their current bottlenecks, such as scheduling delays or resource allocation issues, and how these impact patient care and satisfaction.
Written and maintained by the SoloRiff team, who build outbound software and run outbound with it. The figures below are our own: we measured 567 healthcare company domains over public DNS on 2026-09-03. Last updated 2026-09-03.
What actually hurts
- long patient wait times
- inefficient resource allocation
- staffing shortages
- high operational costs
The playbook
- 01
Identify clinics with recent patient satisfaction declines
Use healthcare analytics platforms to find clinics that recently reported lower patient satisfaction scores. These clinics are likely experiencing operational inefficiencies that you can address. Focus your outreach on these clinics to highlight potential improvements.
- 02
Target healthtech companies launching new services
Filter for healthtech firms that have recently announced new service offerings. These companies are often looking to streamline operations to support their new initiatives. Craft your message to show how your solution can help them manage the operational changes effectively.
- 03
Reach out after regulatory changes
Monitor for any regulatory changes affecting healthcare operations. When such changes occur, reach out to Heads of Operations to discuss how your insights can help them navigate compliance challenges and improve operational workflows in response to the new regulations.
- 04
Address common pain points in patient flow
In your communications, specifically mention issues like long patient wait times and inefficient resource allocation. These are common pain points for Heads of Operations. Provide insights or solutions that demonstrate how you can help alleviate these operational challenges.
- 05
Follow up post-conference or industry event
After major healthcare conferences, reach out to attendees who are Heads of Operations. Reference discussions or trends from the event that relate to operational efficiency. This context can make your outreach more relevant and timely, increasing the likelihood of a positive response.
Can healthcare companies even receive your mail?
We measured the DNS of 567 healthcare companies, sampled evenly across company sizes, to see how many authenticate their own email. It matters in both directions: a domain that does not authenticate is a domain whose team is used to mail going missing — and if your own domain is in the gap, yours is the mail going missing.
Publishes a DMARC policy of quarantine or reject — the domain actually asks receivers to act on failures.
The gap is the finding: 18.3% of 1–10-person companies against 78.3% of the largest — 60 points apart. Small companies are where the unauthenticated domains are, and small companies are who most cold outreach is aimed at.
Where does your domain sit?
Same three lookups, run live against your domain. Nothing is stored and nothing is emailed to you.
How this was measured
Company domains were sampled within employee-count bands, then queried over public DNS for SPF (TXT at the apex), DMARC (TXT at _dmarc.) and MX. One domain per company, deduplicated. Anyone can reproduce any single row of this with dig.
DKIM is deliberately absent. A DKIM key lives under a selector that cannot be enumerated from outside the domain, so a company with flawless DKIM under a name we did not guess would be counted as having none. That would measure our guess list, not the industry.
Domains with no MX record are excluded rather than counted as failures — parked and redirect-only domains would otherwise drag every figure down and make the result an artefact of the sample.
Sampled within bands, so this describes the population of companies, not of employees: a 10-person company counts once, as does a 10,000-person one. Each band is at least 60 domains; bands below that are not published. Figures are percentages of the sample, not of the whole industry, and we publish no company names — only counts.
Measured 2026-09-03. Re-measured monthly.
The full census across every industry — sortable, with sample sizes, free to reuse under CC BY 4.0.
Subject lines that fit
- Improving patient flow
- Tackling operational inefficiencies
- Navigating new healthcare regulations
Questions
- Why do Heads of Operations in healthcare ignore cold outreach?
- Heads of Operations often face overwhelming demands on their time, prioritizing immediate operational issues over external inquiries. If outreach doesn't clearly align with their current challenges or demonstrate a deep understanding of the healthcare environment, it may be overlooked.
- What operational challenges do Heads of Operations face daily?
- They frequently deal with staffing shortages, inefficient patient flow, and compliance with ever-changing regulations. These challenges can lead to increased operational costs and impact patient satisfaction, making their role both critical and stressful.
- How can I make my outreach relevant to healthcare operations leaders?
- Focus on specific operational metrics that resonate with them, such as reducing wait times or improving resource utilization. Tailor your messaging to address their pain points and showcase how your insights can lead to tangible improvements in patient care.
- What triggers a response from Heads of Operations in healthcare?
- They are more likely to respond when outreach highlights a clear understanding of their operational challenges, particularly if it offers actionable insights or solutions that can directly improve patient care and operational efficiency.
Or have it run itself
SoloRiff does every step above on its own — finds the companies, finds the people, writes each of them individually, and handles the replies. Drop your URL and watch it work before you sign up for anything.
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