Source of Health · The Email Workflow (Templates)

The Welcome

Sent after the first appointment is booked

Trigger

Contact tag first-appt-booked applied

Timing

Within 1 hour of booking (prompt, not instant-robotic)

From

{{front_desk_name}} at Source of Health

Subject Line Options

A You’re booked, {{first_name}} — here’s what to expect

B Welcome to Source of Health, {{first_name}}

C We’re looking forward to meeting you on {{appt_date}}

Email Body

Hi {{first_name}},

Thank you for booking with us, we’re genuinely looking forward to meeting you. Your first visit is {{appt_type}} on {{appt_date}} at {{appt_time}}.

Personalize before sending One warm line referencing what they shared when they booked. E.g. “You mentioned wanting to look less tired before your daughter’s wedding in the fall, that’s exactly the kind of goal we love to plan around.”

A few things to know so your visit feels easy:

We’ve built in plenty of time, there’s no rush and no hard sell. You’ll leave with clarity, not pressure.
Feel free to arrive 10 minutes early to settle in, the lounge is yours, coffee and tea included.
Come as you are. If you wear makeup, no need to remove it ahead of time; we’ll guide you if needed.
Parking is {{parking_note}}, and we’re located at {{practice_address}}.

If your first visit is The Foundation, here’s the short version of what makes it different: we image your face in 3D, do a quick body-composition scan, and build you a plan for the next few years, not a list of treatments to sell you today. Most patients tell us it’s the first time anyone showed them the whole picture.

If anything changes, just reply to this email or call us at {{practice_phone}}, a real person will answer. Otherwise, we’ll see you soon.

Warmly,
{{front_desk_name}}
Source of Health · Scottsdale, AZ
{{practice_phone}} · mysourceofhealth.com

Coaching This email’s only job is to lower anxiety and raise anticipation, not to inform exhaustively. “No rush and no hard sell” preempts the single biggest first-visit fear. The personalize block is non-negotiable, a Welcome with no human line is just a confirmation. Pull the detail from the booking call notes; if there’s genuinely no note, use a warm general line rather than leaving it blank. Never automate the personalize block, that’s the whole point of it.

The Recap

Sent after the first visit · The plan, in writing

Trigger

Visit marked complete; tag first-visit-done

Timing

Same day evening or next morning, never more than 24h

From

{{provider_name}} or the care coordinator

Subject Line Options

A Your plan from today, {{first_name}}

B Great to see you, {{first_name}} — here’s what we mapped out

C A recap of your Foundation, and your next step

Email Body

Hi {{first_name}},

It was such a pleasure spending time with you today. I wanted to put what we discussed in writing, so you have it to refer back to, no need to remember everything from the visit.

Personalize before sending — what we discussed 2–4 sentences in plain language recapping their specific goals and what you observed together. E.g. “We talked about the under-eye hollowing that’s been making you look tired, and how your recent weight loss has changed your midface. On the imaging, you could see exactly where the volume has shifted.”

The plan we mapped out:

[Step 1, what we prioritize first, and why]
[Step 2, what we layer next, and the timing]
[Step 3, what we’re intentionally waiting on]

A reminder of the thinking behind it: at Source of Health we plan your years, not just your appointments. Your face reflects your whole health, so we sequence things in the order that gives you the best result over time, not all at once. Patients who plan really do outperform patients who react.

What to expect next:

[Any aftercare or what to watch for, if a treatment was done today]
We’ll revisit your Foundation about twice a year, so we can track your progress in pictures and recalibrate.
Your recommended next visit is [next step], ideally around {{suggested_rebook_window}}.

When you’re ready, you can book right here: {{booking_link}}, or simply reply and I’ll help you find a time. And as always, no pressure, you’re welcome to take the time you need.

Thank you for trusting us with your care.

Warmly,
{{provider_name}}
Source of Health · Scottsdale, AZ
{{practice_phone}} · mysourceofhealth.com

Coaching This is the most important email in the workflow, it’s the Foundation made permanent. The recap block proves the patient was heard; the plan block proves they got something real, not a sales pitch. Use their words back to them where you can. Keep clinical claims plain and honest. The rebook ask is gentle and comes after the value, never before it. If a treatment was performed today, the aftercare line is a must, and should mirror whatever printed aftercare they were given.

The Check-In

Day 3 · Care, not selling

Trigger

3 days after first-visit-done

Timing

Day 3 (a touch sooner if a treatment was done)

From

{{provider_name}} or coordinator

Subject Line Options

A Checking in, {{first_name}}

B How are you feeling after your visit?

Email Body

Hi {{first_name}},

Just a quick note to see how you’re doing since your visit. [If treated: “Any swelling or tenderness should be settling nicely by now, that’s completely normal.” If Foundation-only: “I hope the plan we mapped out has been sitting well with you.”]

There’s nothing you need to do here, this isn’t a sales email. I just wanted you to know we’re thinking about you and we’re here if anything comes up or any questions surface after the fact.

If you’d ever like to talk something through, just reply, a real person reads every one of these.

Warmly,
{{provider_name}}
Source of Health · {{practice_phone}}

Coaching This touch is pure caregiver, zero magician. It earns enormous trust precisely because it asks for nothing. Resist any urge to add a booking link here, the absence of an ask is the message. For treated patients it doubles as a safety check; if they reply with a concern, route it to the provider immediately. Keep it short, a long “just checking in” reads as a setup.

The Why, and Your Next Step

Day 12–14 · Deepen the belief, then invite

Trigger

Day 12 after visit, if not yet rebooked

Timing

Auto-suppress if rebooked tag is present

From

Subject Line Options

A Why we treat the soil before we plant the seed

B The idea behind your plan, {{first_name}} — and a good window

C Ready when you are, {{first_name}}

Email Body

Hi {{first_name}},

I’ve been thinking about your plan, and I wanted to share the idea underneath it, because once it clicks, everything we do makes more sense.

Most practices treat a concern in isolation, a syringe here, a unit there. We think that’s backwards. Your face is the dashboard of your interior; it reflects your hormones, your sleep, your nutrition, your stress. So rather than chase one wrinkle, we ask what the whole picture is telling us, and we treat the soil before we plant the seed. That’s why your plan is sequenced the way it is, and why we’d rather show you the whole map than sell you one treatment at a time.

Personalize before sending One line tying the timing to their goal or their life. E.g. “Since you wanted to be looking your best by the holidays, the next few weeks are the perfect runway to begin [next step].”

Based on what we mapped out, the ideal window for your next step is right about now. There’s no urgency from our side beyond what makes your results best, we’ll always plan around your life, not the other way around. If now works, you can grab a time here: {{booking_link}}. If you’d rather talk it through first, just reply or call {{practice_phone}}.

And truly, you’re always welcome here, even just for the coffee.

Warmly,
{{provider_name}}
Source of Health · Scottsdale, AZ
{{practice_phone}} · mysourceofhealth.com

Coaching This final touch does two jobs in one, it deepens belief with the philosophy (using owned language verbatim, so it echoes the tour and the desk), then earns the single direct rebook ask inside your two-week window. The credibility comes from timing tied to their plan (“the ideal window is now”), never from urgency or discounts, which would cheapen the brand. “Always welcome, even just for the coffee” mirrors the Send-Off line from the tour, closing the loop between in-person and inbox. Auto-suppress for anyone already rebooked. If there’s no response, hand off to a personal call from the coordinator, not another email.

The Merge Fields

Map these once in GoHighLevel

{{first_name}}

Patient’s preferred first name. Verify spelling at booking, a misspelled name undoes the warmth.

{{front_desk_name}}

Name of the team member sending the Welcome (Zulma, Ronnie, Annie). Signs the email as a person.

{{provider_name}}

Provider or coordinator who saw the patient. Used on all post-visit emails.

{{appt_type}}

The booked visit, e.g. “The Foundation,” “The Awakened Eye consultation.” Use SOH names, never “consultation” alone.

{{appt_date}} / {{appt_time}}

Date and time of the visit, auto-pulled from the calendar.

{{practice_address}}

Full street address with suite. Pair with the parking note.

{{parking_note}}

Short, reassuring parking instruction, e.g. “free in the lot out front.”

{{practice_phone}}

Main line. Always framed as “a real person will answer.”

{{booking_link}}

Direct GHL booking link for the recommended next step.

{{suggested_rebook_window}}

The plan-based timing for the next visit, e.g. “mid-September” or “in about 6 weeks.”

Coaching The pink [bracketed italic] placeholders are different from merge fields, they are hand-written per patient and cannot be automated, because they hold the specifics of that person’s plan and goals. Treat any pink block as a required step before send. A workflow that fires these emails with the brackets still showing is worse than no email at all. The full sequence runs Welcome → Day 0–1 Recap → Day 3 Check-In → Day 12–14 Why & Invitation, four emails, about two weeks end to end.