Strong communication starts with your patient’s very first visit. Having a systematic plan in place for your follow-up emails can add incredible value to your marketing efforts and engage your new patients.
You can build a foundation for a strong relationship by providing useful information for your new patient about your facility, policies and procedures. Clearly communicating your processes and expectations upfront is good practice management. By establishing a point of reference for your patients and employees going forward, there’s less confusion down the road.
The Welcome Email
The first step after a patient’s initial visit is to send a welcome email to your new patients.
Your welcome message sets a friendly tone for your relationship, and can include appointment scheduling and cancellation policies, links to downloadable patient forms on your website, and other helpful information.
After the welcome email, you would typically plan to send relevant follow-up emails at predetermined intervals.
You’ll want to decide what kind of follow-up email communications plan is ideal for you. For example, you may want to follow up at different stages of treatment, or provide an email notification to your patient when he or she is moving to the next stage of treatment. Or you can just plan to send emails at specific intervals after the first visit.
These messages should be generic enough to apply to all patients. They can talk about your typical strategies as a patient’s condition improves, promote your philosophy of treatment, or simply keep your patient informed with useful information.
Sample Follow-up Email Schedule
- Welcome Message ‒ after initial visit
- 30 days after initial visit
- 60 days after initial visit
- 120 days after initial visit
You can do all this with the least effort by scheduling the Intake Anniversary Notification in Universal’s eBroadcast system for each interval.
Scheduling is easy, but you’ll want to spend some time crafting well-thought out message content. We can help you write professional, concise and friendly letter templates that are clear and helpful for your patients. Our service fee is $250 per letter template, up to a total of 500 words.
Regular friendly and helpful communications can help you create stronger relationships with your new patients, and ultimately enhance the value of your services.
See how easy it is to configure and schedule your email communications in Universal Office with these knowledge base articles: