Best Practices for Sending Emails to Clients

Learn best practices for sending emails to clients, from HIPAA compliant providers to automated templates for your most common messages.

As a wellness professional, communicating with your clients is essential for your business. Client communication spans from appointment reminders and business updates to supporting clients between sessions. For many wellness providers and clients alike, email is often a preferred form of communication.

Review these 5 best practices to ensure that you’re keeping your client’s private health information secure and setting your business up for success.

1. Make sure your email provider is HIPAA or PIPEDA compliant

Many nutrition professionals don’t realize common email providers like Google and Yahoo aren’t HIPAA or PIPEDA compliant. If HIPAA or PIPEDA applies to you, then using one of these providers can result in heavy fines. Even if they don’t apply, it’s still best practice to provide your clients with as much security possible.

Healthie is fully HIPAA and PIPEDA compliant, and exceeds industry standards. This security gives both you and your clients peace of mind. For more on HIPAA-compliance and Security, click here.

2. Save Time Through Automated Email Templates

You can waste countless hours writing and sending the same emails to clients. These are the must automations to make you more efficient. Healthie conveniently comes with pre-written templates for all of these, which you can adapt and save to best suit your needs.

The Welcome Email

This is your opportunity to welcome clients to your practice or online portal. If you’re adding them as a New Client, the welcome them to your practice, give an overview, and introduce them Healthie.

The welcome email includes a link for the client to set up their Healthie account, set a password, and start filling out their intake forms.

The Purchase/Booking Confirmation Email

These emails are often similar to the welcome email (above), but you may want to adjust the text slightly to reflect that a client is being added to the Healthie platform from your website, versus you manually adding them.

The Appointment Confirmation Email

This email is sent to a client when you or they books an appointment through Healthie.

The Appointment Reminder Email

This email is sent to a client in advance of a session. You can adjust the timing of these reminders (1, 2, 3 or 4 days in advance of a session, via email or text).

Pro tip: Send an email 3-4 days in advance of the session, and then a text the day before. Research shows this cadence gets the best patient response.

3. Set Notifications Strategically

Stay notified on client activity. Healthie sends providers notification emails when clients take certain actions within the platform.

Also, keep clients updated on your activity. Send notification emails are sent to clients when  you send a message or share a document/education module.

4. Reflect Your Brand

Reflecting your brand starts with the tone of your emails. What is the vibe of your practice?

Is your practice more casual or professional? What is the age range of your clients? What is your personality like?

Let questions like these guide the language you use in your emails. Make them distinct. It will leave a lasting impression in your clients minds, which will set you apart from the competition.

Also, consider adding your logo for an extra level of brand awareness. You can add your logo on Healthie’s Practice Plus plan and create fully white-labeled e-mails (no mention of Healthie) on our Enterprise plan.

5. Link to Your Social Accounts

Encourage clients to connect with you in other ways online. This helps build relationships that boost client retention and engagement. Emails are an excellent way to drive traffic to your social media so you can start building these relationships.

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Make more time to grow your business

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