An automated re-engagement system for healthcare providers — identifying patients who haven't visited in 90+ days and sending personalised follow-up messages to bring them back.
Clinics lose revenue to lapsed patients — people who came in once or twice, then quietly stopped booking. Most clinics have no system to identify these patients or reach out proactively. The result is empty appointment slots, lost revenue, and patients who simply forgot to come back.
Manual follow-up doesn't scale. Reception staff are too busy to personally contact every inactive patient. This workflow handles the entire process automatically — from identifying who hasn't visited, to sending the right message at the right time.
The email is warm, personal, and low-pressure — designed to feel like it came from the clinic directly, not a mass marketing tool.
We noticed it's been a while since your last visit with us — and we just wanted to check in.
Your health matters to us, and we'd love to welcome you back. Whether you're due for a routine check-up or have something on your mind, we're here for you.
Book Your Appointment →If you have any questions or need anything at all, just reply to this email — we read every one.
The workflow runs automatically on a daily schedule — no manual intervention needed. It checks the patient records every 24 hours.
The system queries the CRM for patients whose last appointment date is 90 or more days ago and who haven't already received a reactivation message recently.
For each patient, the workflow pulls their first name and last visit date from the CRM and injects them into the email template — making every message feel personal.
The personalised email is sent automatically via the connected email provider. No manual sending, no copy-pasting, no forgetting.
After sending, the patient's CRM record is automatically updated — logging the date the reactivation email was sent to prevent duplicate messages.
Runs on a schedule with zero manual input — the clinic team doesn't need to do anything once it's set up.
Every email includes the patient's name and references their last visit — it feels human, not automated.
CRM status tracking ensures patients aren't sent the same message twice — clean, professional communication.
Reads from and writes to the CRM automatically — all patient interaction records stay up to date.
The 90-day inactivity window is easily adjustable — change it to 60, 120, or any period that fits the clinic.
Clear SOPs included so the clinic team can manage and adjust the workflow without technical help.
I can build a patient reactivation workflow tailored to your CRM and communication tools — ready in days.
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