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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

Reception Email Templates

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