Reception Email Templates
$100.00 $75.00
A packet of all the email templates my reception team uses for common client correspondences which includes:
1. Client Inquiries
1.1 Coaching Session Inquiry – Not in Licensed Area
1.2 Client Inquiry – Refer Out
1.3 Client Inquiry – Wants In-Network Referrals
1.4 Coaching Fees
1.5 Inquiring for Friend/Family Member
1.6 New Client from PT, Difficulty with Out-Of-Network Rates
1.7 New Inquiry, Insurance Known
1.8 New Inquiry, Insurance Unknown
1.9 Follow-up to Client who made a profile in Appointment Software but did not book an appointment
1.10 Unresponsive – Follow-up for Insurance Info
1.11 Can’t Afford
1.12 Can’t Afford – with Referrals
1.13 Unresponsive – Follow-up on Quote
1.14 New Inquiry – Group Therapy, Insurance Unknown
1.15 New Inquiry – Group Therapy, Insurance Known
2. Insurance Quotes
2.1 Insurance Coverage with Associate
2.2 Insurance Coverage with Dr. Chloe
2.3 Insurance Quote – Met All Deductible & Out-Of-Pocket Max
2.4 No Out-Of-Network Benefits
2.5 Quote for Services – No Insurance
2.6 Unable to verify Coverage online
2.7 Need photo of Insurance Card
2.8 Insurance Coverage for Group
2.9 Deductible Met but Not the Out-Of-Pocket
2.10 Low Allowable with Associate
2.11 Low Allowable with Dr. Chloe
2.12 Special template for BCBS/Beacon Insurance Coverage
2.13 Special template for GHI Insurance Coverage
2.14 Special template for Optum/Beacon Insurance Coverage
2.15 Special template for 1199: Initial vs Succeeding Sessions Coverage
2.16 Special template for 1199 With Out-Of-Network Benefits, Unsure of Reimbursement
3. Newbies: New Client Session OR 15-min consult
3.1 15-min Consult with Associate
3.2 15-min Consult with Dr. Chloe
3.3 New Client Session with Associate
3.4 New Client Session with Dr. Chloe
3.5 Non Confirmation – Canceled Session/Consult
3.6 Recommendation After 15-min Consult
3.7 Thanking for Confirmation of 5pts & fees
4. Late Arrivals, Late Cancels, No Shows
4.1 Charge Late Arrival
4.2 Charged for Late Cancellations/No Shows
4.3 Late Arrival Accommodated
4.4 No Show – After Session
4.5 No Show – During Session
4.6 Offering a Phone Session for Late Clients
4.7 Late Arrival – only seen for ____ minutes
4.8 Waived Late Cancellations/No Shows
4.9 Bump Up Waiver/Special Exception Waiver (Next waiver is within 30 days or less)
4.10 Client Missed 15-min Consult
4.11 Client No Show and wants to reschedule- Missing Credit Card Authorization
5. Active Clients: Common Communications
5.1 Zoom Appointment
5.2 Sending Documents and Forms to Clients
5.3 Reminder for Forms
5.4 Booking with a Guest Therapist
5.5 Early “Drifters” Reach Out
5.6 Case/Chart Closure email for Non-communicative Clients
5.7 First time sending a Password Protected Document
5.8 Excessive Cancellations for Standing Appointments
5.9 Schedule Next Visit and Offer Standing
5.10 Waitlist or Recent Cancellation Opening
5.11 Standing Appointment Reservation
5.12 Move Session by 5-min
5.13 Clarification on Charges or Insurance Allowable
5.14 Bi-Weekly Session
5.15 Continuity of Care (Approval needed)
5.16 Client Discontinuing, Offer a call
5.17 Increase to Coinsurance
5.18 Telemed Visit Denied
6.Holiday/Special Event Notice
6.1 Cancel Session due to Holiday
6.2 Confirm Session for day before Holiday
6.3 Confirming the Office is Open for Holiday
6.4 Deductible Resetting for New Year