Re-engagement Sequence for Doctors Email Guide
Why Re-engagement Sequence Emails Fail for Doctors (And How to Fix Them)
A former patient calls, asking about a specialist you referred them to years ago. You remember the case, but not their current status.
That's a lost connection, and a missed opportunity. Many doctors find their patient communication falls silent after a period of inactivity.
It's easy for busy practices to lose touch, but those inactive patients represent significant potential for renewed care and practice growth. A single missed patient interaction can mean years of lost follow-ups, preventative care, or even crucial specialist referrals.
A well-crafted re-engagement sequence doesn't just remind them you exist; it rebuilds trust, offers new solutions, and opens the door for renewed care. The templates below are designed to reignite those vital patient relationships without sounding pushy or impersonal, ensuring your practice stays top-of-mind.
The Complete 4-Email Re-engagement Sequence for Doctors
As a doctor, your clients trust your recommendations. This 4-email sequence helps you introduce valuable tools without sounding like a salesperson.
The Miss You
Acknowledge the silence and show you care
Hi [First Name],
It's been a little while since we last connected, and I wanted to reach out personally. Life gets busy, and sometimes health matters can get pushed to the side.
But at [YOUR PRACTICE NAME], our commitment to your well-being remains constant. We've been reflecting on how we can continue to best serve our patients, and your health journey is always top of mind for us.
We truly value the trust you placed in us. If anything has changed or if you have any new health concerns, please know we're here to listen and help.
We'd be happy to schedule a quick chat or a new appointment when you're ready.
Best, [YOUR NAME]
This email uses a gentle, empathetic tone to acknowledge the silence without blame. It focuses on the patient's well-being, not a hard sell. The phrase 'personally' adds a human touch, building connection and inviting a response without pressure.
The Value Reminder
Remind them why they subscribed
Hi [First Name],
Do you remember why you first chose [YOUR PRACTICE NAME]? Many of our patients seek us out for [SPECIFIC BENEFIT, e.g., our personalized approach to family medicine, our expertise in sports injuries, our convenient telemedicine options].
We pride ourselves on providing [KEY SERVICE/SOLUTION, e.g., comprehensive, preventive care; advanced diagnostic services; compassionate, accessible consultations]. Our goal has always been to ensure you receive the best possible care tailored to your unique needs.
Perhaps you've been meaning to follow up on a past concern, or maybe new questions have arisen since our last visit. We've recently [MENTION A SMALL UPDATE, e.g., updated our patient portal, added a new specialist, expanded our telehealth hours] to better serve you.
We believe in proactive health management and want to remind you of the ongoing support and expertise available here. Don't let small concerns become larger issues.
Best, [YOUR NAME]
This email uses the principle of consistency and commitment. By reminding the patient of their initial reason for choosing the practice, it subtly encourages them to reconnect based on their past positive decision. It also highlights continued value and accessibility.
The Survey
Ask what they actually want from you
Hi [First Name],
We're constantly striving to improve the care and services we offer at [YOUR PRACTICE NAME]. And the best way to do that is by hearing directly from you.
Your perspective is incredibly valuable to us. We want to ensure we're providing the most relevant and helpful solutions for your health needs.
Could you spare a moment to tell us what's most important to you right now regarding your health? Or perhaps what kinds of support or information you'd find most beneficial from us?
Simply reply to this email with your thoughts, or click here to answer a couple of quick questions: [LINK TO SHORT SURVEY] Your input helps us shape a practice that truly serves you better. Thank you for your time.
Best, [YOUR NAME]
This email uses reciprocity and the desire for belonging. By asking for feedback, you make the patient feel valued and heard, increasing their emotional investment. It's a low-friction action that provides valuable insights while re-establishing communication.
The Breakup
Give a final chance before removing them
Hi [First Name],
We've tried to get in touch a few times, and it seems like our messages might not be hitting the mark, or perhaps your health priorities have shifted. At [YOUR PRACTICE NAME], we only want to send you information that is truly helpful and relevant to your well-being.
To respect your inbox, we're tidying up our mailing list. If you'd like to continue receiving updates, health tips, and important practice announcements from us, simply click here to confirm: [LINK TO RE-OPT-IN PAGE] Otherwise, if we don't hear from you, we'll assume you're no longer interested in hearing from us and will remove your contact information from our active list within [NUMBER] days.
We hope to stay connected, but understand if it's not the right time. Your health is always our priority, no matter what.
Best, [YOUR NAME]
This email employs the scarcity principle and loss aversion. By stating that they will be removed from the list, it creates a sense of potential loss, prompting a decision. It's direct, respectful, and offers a clear, low-effort path to remain engaged, while also cleaning your list.
4 Re-engagement Sequence Mistakes Doctors Make
| Don't Do This | Do This Instead |
|---|---|
✕ Sending generic, impersonal emails to inactive patients. | Personalize the email by referencing their last visit, a specific condition discussed, or general health concerns relevant to their demographic. Show you remember them, even if vaguely. |
✕ Focusing solely on new services or promotions without acknowledging their absence. | Start by acknowledging the silence and expressing care for their well-being. Only then introduce how your services might address potential current needs, linking back to their history with your practice. |
✕ Using a single, 'one-off' re-engagement attempt. | Implement a multi-step re-engagement sequence with different angles (care, value reminder, survey, final chance) to increase the likelihood of catching their attention and prompting a response. |
✕ Making the re-engagement call-to-action too demanding (e.g., 'Book a full appointment now'). | Offer low-friction engagement options first: 'reply to this email', 'take a quick survey', 'schedule a brief phone chat', 'visit our updated website'. Build up to a full appointment. |
Re-engagement Sequence Timing Guide for Doctors
When you send matters as much as what you send.
The Miss You
Acknowledge the silence and show you care
The Value Reminder
Remind them why they subscribed
The Survey
Ask what they actually want from you
The Breakup
Give a final chance before removing them
Use after 30-90 days of no opens or clicks.
Customize Re-engagement Sequence for Your Doctor Specialty
Adapt these templates for your specific industry.
Family Physicians
- Emphasize continuity of care and the importance of regular check-ups for long-term health management.
- Mention family health updates or seasonal health reminders (e.g., flu shots, back-to-school physicals) to connect on a broader level.
- Highlight your role as a trusted health partner who understands their full medical history.
Specialists
- Focus on follow-up care for specific conditions or post-treatment check-ins relevant to their specialty.
- Share updates on new treatments, technologies, or research within your area of expertise that might benefit them.
- Remind them of the importance of specialist oversight for managing chronic conditions or preventing recurrence.
Telemedicine Doctors
- Reiterate the convenience and accessibility of virtual consultations for ongoing care or new concerns.
- Provide tips on maximizing their virtual health experience or suggest digital health resources.
- Highlight how telemedicine can integrate into their busy lives, making health management simpler.
Concierge Doctors
- Emphasize the exclusive benefits of membership, such as direct access, extended appointment times, and personalized wellness plans.
- Mention proactive health management strategies and how you can tailor care to their unique lifestyle.
- Suggest a personalized health review or a discussion about their current wellness goals to re-engage.
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