Reception Email Templates

A packet of all the email templates my reception team uses for common client correspondences.
 
Client Inquiries
Coaching Session Inquiry – Not in Licensed Area
Client Inquiry – Refer Out
Client Inquiry – Wants In-Network Referrals
Coaching Fees
Inquiring for Friend/Family Member
New Client from PT, Difficulty with Out-Of-Network Rates
New Inquiry, Insurance Known
New Inquiry, Insurance Unknown
Follow-up to Client who made a profile in Appointment Software but did not book an appointment
Unresponsive – Follow-up for Insurance Info
Can’t Afford
Can’t Afford – with Referrals
Unresponsive – Follow-up on Quote
New Inquiry – Group Therapy, Insurance Unknown
New Inquiry – Group Therapy, Insurance Known
 
Insurance Quotes
Insurance Coverage with Associate
Insurance Coverage with Dr. Chloe
Insurance Quote – Met All Deductible & Out-Of-Pocket Max
No Out-Of-Network Benefits
Quote for Services – No Insurance
Unable to verify Coverage online
Need photo of Insurance Card
Insurance Coverage for Group
Deductible Met but Not the Out-Of-Pocket
Low Allowable with Associate
Low Allowable with Dr. Chloe
Special template for BCBS/Beacon Insurance Coverage
Special template for GHI Insurance Coverage
Special template for Optum/Beacon Insurance Coverage
Special template for 1199: Initial vs Succeeding Sessions Coverage
Special template for 1199 With Out-Of-Network Benefits, Unsure of Reimbursement
 
Newbies: New Client Session or 15-min Consult
15-min Consult with Associate
15-min Consult with Dr. Chloe
New Client Session with Associate
New Client Session with Dr. Chloe
Non Confirmation – Canceled Session/Consult
Recommendation After 15-min Consult
Thanking for Confirmation of 5pts & fees
 
Late Arrivals, Late Cancels, No Shows
Charge Late Arrival
Charged for Late Cancellations/No Shows
Late Arrival Accommodated
No Show – After Session
No Show – During Session
Offering a Phone Session for Late Clients
Late Arrival – only seen for ____ minutes
Waived Late Cancellations/No Shows
Bump Up Waiver/Special Exception Waiver (Next waiver is within 30 days or less)
Client Missed 15-min Consult
Client No Show and wants to reschedule- Missing Credit Card Authorization
 
Active Clients: Common Communications
Zoom Appointment
Sending Documents and Forms to Clients
Reminder for Forms
Booking with a Guest Therapist
Early “Drifters” Reach Out
Case/Chart Closure email for Non-communicative Clients
First time sending a Password Protected Document
Excessive Cancellations for Standing Appointments
Schedule Next Visit and Offer Standing
Waitlist or Recent Cancellation Opening
Standing Appointment Reservation
Move Session by 5-min
Clarification on Charges or Insurance Allowable
Bi-Weekly Session
Continuity of Care (Approval needed)
Client Discontinuing, Offer a call
Increase to Coinsurance
Telemed Visit Denied
 
Holiday/Special Event Notice
Cancel Session due to Holiday
Confirm Session for day before Holiday
Confirming the Office is Open for Holiday
Deductible Resetting for New Year