What you'll get
- Five ready-to-send templates for the first week
- A consistent voice for every responder
- A faster, more human first response
These are the templates behind the New Patient Inquiry Follow-Up SOP. Drop them into your inbox, CRM, or phone, swap the brackets for your details, and you have a consistent, human first week of follow-up that does not depend on who is at the desk. Keep them short and personal.
How to use these
The five touches
- 01
Touch 1 — Instant confirmation
Automated, the moment the form is submitted.
- 02
Touch 2 — Personal reply
Within about five minutes, from a real person.
- 03
Touch 3 — Value follow-up
Day 1, something genuinely helpful about their service.
- 04
Touch 4 — Gentle nudge
Day 3, a light, easy reason to book.
- 05
Touch 5 — Final touch
Day 7, a no-pressure door left open.
The templates
Subject: We received your message Hi [First name], Thanks for reaching out to [Practice]. We have your request and a team member will personally follow up within [one business hour]. If it is urgent, call us at [phone]. Talk soon, [Practice] team
Hi [First name], this is [Name] at [Practice]. Thanks for reaching out about [service]. Would [day/time] or [day/time] work for a quick call, or would you like me to book you in?
Subject: A little more on [service] Hi [First name], Here is what a first visit for [service] usually looks like, and what to expect on timing and cost: [1-2 lines]. Whenever you are ready, you can book here: [link]. Or just reply with any question. [Name]
Hi [First name], just checking in. We have a couple of openings this week for [service] if you would like one. Want me to hold a spot?
Subject: Still here when you are ready Hi [First name], No pressure at all, I just wanted to leave the door open. If [service] is still on your mind, we would be glad to help, and you can reach us any time at [phone] or [link]. Wishing you well, [Name]
Make them yours
Before you send
Related: Growth System Setup
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