Occupational therapist contact data

Ben Argeband, Founder & CEO of Heartbeat.ai — Templates + targeting tips.

Who this is for

If you’re a recruiter sourcing OTs, the friction is predictable: full clinic schedules, limited call windows, and low tolerance for vague outreach. You don’t win by dialing more. You win by targeting the right setting, verifying license context, and running a short sequence with clean opt-out and suppression.

This guide shows how to use occupational therapist contact data in a way that fits real recruiting workflows: fast list build, fast verification, fast stop rules.

Quick Answer

Core Answer

Build small OT lists by setting, verify license status, apply suppression, then run a short email+call sequence with clear opt-out and stop rules.

Key Insight

Buying static lists is risky because of decay. The modern standard is Access + Refresh + Verification + Suppression.

Best For

Recruiters sourcing OTs.

Compliance & Safety

This method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.

Framework: The “Don’t Spray and Pray” Rule: small lists, better targeting

OT recruiting is setting-driven. A school-based occupational therapist and an inpatient rehab occupational therapist can both be excellent clinicians, but they respond to different schedules, different role details, and different outreach timing.

The “Don’t Spray and Pray” rule is how you protect speed and reputation:

• Small lists you can work end-to-end (build → verify → outreach → disposition).
• Clear segmentation by setting and geography so your message matches the OT’s day.
• Suppression-first so you don’t re-contact opt-outs or known bad records.

The trade-off is… you spend more time on list prep, but you stop wasting recruiter hours on wrong numbers, bounces, and mismatched settings.

Step-by-step method

Step 1: Define the OT profile (setting first)

Write a one-line target definition before you pull contacts:

• Setting: school-based, outpatient, inpatient rehab, acute care, home health, SNF/LTC, hand therapy, etc.
• Geography: commute radius or specific counties.
• License requirement: state license needed and whether it must be active by start date.
• Schedule reality: clinic hours vs school day vs travel blocks.

This prevents the most common failure mode: a generic message that doesn’t match the OT’s workday.

Step 2: Pull a small list and segment immediately

Start with a batch you can finish. Segment into 2–4 groups max (example: school-based vs outpatient vs inpatient rehab). Keep segments clean so you can measure what’s working.

In Heartbeat.ai, you can start free search & preview data and build a targeted list without committing to a giant static export.

Step 3: Capture the right fields (so your team can actually use the data)

Contact data is only useful if it lands in your ATS/CRM with the fields that drive action and suppression. Use this minimum field set:

Included vs not included: contact data helps you reach the right occupational therapist faster, but it is not a guarantee that a specific email will deliver or a specific phone will connect. That’s why the workflow includes refresh, verification, and suppression before outreach.

Step 4: Verify license context before outreach

For OT recruiting, license context is a gating step. Verify the state license status and record the date checked. Use the internal hub to move fast across states: occupational therapy license lookup by state.

This requires manual verification. Boards update at different cadences, and name collisions happen.

Step 5: Apply suppression and dedupe (before you send or dial)

Suppression is where most teams either protect their pipeline or burn it. Before outreach:

• Suppress prior opt-outs, prior bounces, and “do not contact” requests across the whole team.
• Dedupe so one occupational therapist is not in two recruiters’ sequences at once.
• Route by setting tag so the right recruiter uses the right message.

High-level sourcing note (without the gimmicks): treat your list as “accessed” and “refreshed,” then validate what matters (license context and channel readiness) before you outreach. Avoid workflows that depend on one-time exports living forever.

If you need a QA workflow for contactability and list hygiene, use: data quality verification for recruiting outreach.

Step 5.5: Use a consistent disposition taxonomy (so you can improve)

Standardize outcomes so your team can suppress correctly and learn what’s working. Use these dispositions:

• Interested (schedule screen)
• Not now (set a future follow-up date)
• Referral (capture referrer + referred contact with consent)
• Opt-out (add to suppression immediately)
• Wrong number (stop dialing; mark for verification)
• Bounce (stop emailing; mark for refresh)
• No response (cool off after sequence)

Step 6: Run a short, respectful sequence with stop rules

OTs respond when the ask is small and the role is specific. Use a short sequence and stop fast if there’s no signal:

1. Email 1: setting-specific role + one yes/no question.
2. Call 1: short voicemail referencing the email; offer a 2-minute screen.
3. Email 2: clarify schedule and start date; offer two time windows.
4. Call 2: final attempt; if no engagement, stop and cool off.

Suggested call windows vary by setting. Use this as an operational starting point, then adjust based on your own connect data:

Stop rules protect your brand and your recruiter time. If there’s no reply, no pickup, and no referral after the planned touches, disposition the record and move on.

Step 7: Track a few metrics that change behavior

Track metrics that tell you whether the list is workable and whether the message fits the segment:

• Deliverability Rate = delivered emails / sent emails (per 100 sent emails).
• Bounce Rate = bounced emails / sent emails (per 100 sent emails).
• Connect Rate = connected calls / total dials (per 100 dials).
• Reply Rate = replies / delivered emails (per 100 delivered emails).

Measure this by… running the same sequence against two setting segments (example: school-based vs outpatient) and comparing deliverability, connect rate, and reply rate. Fix targeting and suppression before you rewrite templates.

Diagnostic Table:

Weighted Checklist:

Score each item 0–2 (0 = no, 1 = partial, 2 = yes). If the segment scores under 10, fix the list before you launch outreach.

• (2) Setting is defined and matches the job (not generic “OT”).
• (2) State license status verified and “license checked date” recorded.
• (2) Suppression applied (opt-out, bounce, do-not-contact) across the whole team.
• (2) Outreach includes a clear opt-out and respects consent expectations.
• (2) Stop rules exist (max touches + cooling-off period) and are followed.
• (2) Metrics tracked per segment (deliverability, bounce, connect, reply).

Workflow note: if two recruiters can touch the same market, you need one shared suppression list and one shared dedupe rule. Otherwise you’ll double-tap the same occupational therapist and create avoidable opt-outs.

Outreach Templates:

Use these as starting points. Keep the ask small, name the setting, and make opt-out easy. These templates are designed to be copied into your ATS/CRM sequences.

Template 1 — School-based OT (email)

Subject: Quick question — school-based OT availability?

Hi [First Name] — I’m recruiting for a school-based occupational therapist role in [City/Area]. Are you open to a quick call, or should I close the loop?

If you’re not interested but know someone who is, I’ll take a referral.

— [Your Name]

[Company] | [Phone]

Opt-out: reply “opt out” and I will stop contacting you.

Template 2 — Outpatient OT (call + voicemail)

Hi [First Name], this is [Your Name] with [Company]. I’m calling about an outpatient OT opening in [Area] with a schedule that looks like [brief schedule]. If you’re open to a 2-minute screen, call me at [Number]. If not, reply “opt out” and I will stop contacting you.

Template 3 — Inpatient rehab OT (email)

Subject: Inpatient rehab OT — quick availability check

Hi [First Name] — I’m working an inpatient rehab occupational therapist need in [Facility/Area]. Are you open to hearing details, yes or no?

If yes, what’s the best time to talk: early AM, lunch, or after 5?

— [Your Name]

[Company] | [Phone]

Opt-out: reply “opt out” and I will stop contacting you.

Uniqueness hook worksheet: the “2-Question OT Screen” (use in every first reply)

When an OT replies, don’t send a wall of text. Send two questions that sort fit fast:

• Q1 (Setting fit): “Are you looking for [setting] specifically, or open to [alternate setting]?”
• Q2 (Schedule fit): “What schedule is non-negotiable for you right now (days, hours, call, travel)?”

This keeps the conversation moving and reduces ghosting because the OT can answer in one message.

Stop rules (apply to every sequence)

• If the OT asks to stop, confirm and add to suppression (opt-out honored).
• If you get a bounce, stop emailing that address and mark for refresh/verification.
• If you reach a wrong number, stop dialing and mark the record for verification.
• If no engagement after planned touches, disposition and cool off the record.

Common pitfalls

• Working unsegmented lists. Mixing settings forces generic messaging and lowers replies.
• Skipping license context. You lose credibility fast if you pitch a role in a state the OT can’t work.
• No shared suppression. One opt-out must suppress across the whole team, not just one recruiter’s spreadsheet.
• Over-contacting with no signal. If there’s no engagement, stop. Repeated touches create complaints and blocks.
• Not recording outcomes. If you don’t disposition records, you can’t improve targeting or timing.

How to improve results

Improvement comes from tightening the workflow, not adding more steps. Use this loop:

1. Pick one segment. Example: school-based OTs within your commute radius.
2. Run one sequence. Same touches and timing for the whole segment.
3. Track outcomes per segment.
   • Deliverability Rate = delivered emails / sent emails (per 100 sent emails).
   • Bounce Rate = bounced emails / sent emails (per 100 sent emails).
   • Connect Rate = connected calls / total dials (per 100 dials).
   • Reply Rate = replies / delivered emails (per 100 delivered emails).
4. Fix in this order: suppression and bounces → setting targeting → call windows → message.

If you need a deeper checklist for list QA and verification steps, use: data quality verification for recruiting outreach.

Legal and ethical use

Use occupational therapist contact data for legitimate recruiting outreach only. Respect privacy, keep messages role-specific, and make opt-out easy. Honor opt-out requests immediately and maintain a suppression list so you don’t re-contact the same person later.

License information is often public, but data handling rules vary. Align your process with your organization’s compliance requirements around consent, retention, and suppression.

Evidence and trust notes

We treat contact data as a workflow: source evaluation, refresh, verification, and suppression. For how Heartbeat.ai approaches trust and quality in resources, see: Trust & methodology for Heartbeat resources.

For state licensure context and links to state boards, see: AOTA state licensure information.

For broader navigation across this cluster, see the provider contact data hub.

FAQs

What should I store in my ATS/CRM when I pull occupational therapist contact data?

At minimum: setting tag, state license status, license checked date, email, phone, opt-out flag, last touch date, outcome, and a source note. Those fields drive routing, compliance, and measurement.

How do I verify an OT license before outreach?

Check the relevant state board lookup and record the state and date checked. Use this hub to move faster across states: occupational therapy license lookup by state.

How often should I refresh occupational therapist contact data?

Refresh based on triggers, not a calendar promise: refresh when you see bounces, wrong numbers, role urgency increases, or the record hasn’t been touched since your last campaign. Always re-check suppression before any new sequence.

What metrics matter most for OT outreach?

Deliverability Rate (delivered/sent per 100 sent), Bounce Rate (bounced/sent per 100 sent), Connect Rate (connected/total dials per 100 dials), and Reply Rate (replies/delivered per 100 delivered). Track them by setting segment.

How do I handle opt-out requests correctly?

Confirm the request, mark the record as opt-out, and add it to a shared suppression list so the OT is excluded from future outreach across your team.

How do I avoid wasting time on the wrong OT setting?

Segment by setting before outreach and name the setting in the subject line and first sentence. If replies still say “not my setting,” tighten your list filters and tags before changing the sequence.

Next steps

• Start free search & preview data and build a small OT segment by setting.
• Verify license status using the occupational therapy license lookup hub and record the date checked.
• Implement suppression and QA using our data quality verification workflow.

About the Author

Ben Argeband is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two successful platforms trusted by over 50,000 sales and recruitment professionals. Ben’s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. Connect with Ben on LinkedIn.