Category: Physical Therapy

Essential Email Marketing Templates for Physical Therapy

Posted on July 22, 2022 by - Physical Therapy, Templates

Email marketing for PTs vector concept

Email marketing isn’t new, but it is still a vital tool for any business, physical therapy clinics included. This tried and trusted channel is extremely cost-effective and allows for a high degree of automation at an enormous scale. With our help, your practice can also make the most of email to drive efficiency.

An email workflow template created specifically for your industry will help you nurture leads while streamlining your processes. It will ensure patients have all the information they need, and with clear and consistent communication, you can demonstrate to patients that your practice is efficient and professional. It will also alleviate pressure on your staff by reducing the manual processes involved when sending out booking reminders and the like, allowing them to focus on other tasks.

According to statistics from Constant Contact, the healthcare and wellness industry enjoys an email open rate of 28.5% and a relatively low bounce rate of 8%, which means using email makes sense for a physical therapy clinic. Your audience will likely open the emails you send them and use the channel to engage with your practice.

Email Templates for Physical Therapy

The following email templates provide the framework your physical therapy practice needs for effective email communication with your patients. Give them a try.

New lead initial contact

Make contact with new leads by introducing your practice and yourself. Include a link to your website or brochure and tell them to get in touch to learn more about it.


Hi {prospect name], Looking for a physical therapy clinic in [geographic area]?  Look no further. I’m [your name] from [name of practice] and we offer physical therapy for all ages. Take a moment to learn more about our practice and what we can offer: [website link] I look forward to hearing from you soon. Kind regards,
[your name]
[your contact number]
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Follow-up after appointment booking

It’s reassuring for patients to receive some correspondence after they’ve booked their first appointment. This serves to confirm their booking date and time in writing and give you an opportunity to impart any important information or request the information you need from patients.


Hello [customer name], Thank you for making an appointment with [name of practice]. We look forward to seeing you on [appointment date] at [appointment time]. Please complete the attached form prior to your appointment and return it to us. If you have any questions or concerns, please don’t hesitate to reach out. I’m always happy to help. Thanks,
[your name]
[your contact number]
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Inactive lead

For leads that have not made an appointment and appear to be going cold, remind them about their past interest in your practice and what you can offer. Encourage them by mentioning that your business has a good reputation and has helped many people like themselves.


Hi [prospect name], Some time ago you expressed an interest in physical therapy with [name of practice]. If you think you may still require treatment, we can undoubtedly assist. [Name of practice] has a sound reputation and every day we help patients improve mobility, relieve pain and recover from injuries. We can help you, too. Take a look at our website to learn more about our practice and the care we provide: [link] Kind regards,
[your name]
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Day before appointment

On the day before a patient’s appointment, send an email to remind them of it with the time. Encourage them to get in touch with any questions or concerns they may have ahead of time.


Hi [patient name], This is just to remind you of your physical therapy appointment with [name of practice] tomorrow at [appointment time]. Please aim to arrive 10 minutes ahead of time. Should you have any questions or concerns before then, please let me know and I’ll be happy to assist. See you tomorrow! Kind regards,
[your name]
[your contact number]
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Post-appointment follow-up

The day after an appointment, email a new patient to ask if they were happy with the care they received and encourage them to continue treatment until it’s no longer needed. This is an opportunity to address any issues early on.


Hi [patient name], Following your appointment yesterday at [name of practice] I’d just like to know if everything went okay and if you were happy with the treatment you received at [name of practice]. We look forward to seeing you again soon to continue your treatment. [your name]
[your contact number]
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Request a review

After a patient has been to multiple appointments and is familiar with your practice, ask them to write a review on your preferred platform. Positive reviews from other satisfied patients are a powerful marketing tool, so it pays to make such a request.


Hi [patient name], It’s been a while since you began treatment at [name of practice] and I hope that you have been making progress in that time. If it’s not too much trouble, please spare a moment to write us a review on [platform] – it would mean a great deal. Thank you! [your name]
[contact number]
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Follow-up email

Get in touch with patients who haven’t been to the practice in a year or more to learn how they are and demonstrate care for their well-being. They may need further treatment in future so this will help to ensure your practice is top-of-mind.


Hi [patient name], It’s been a while since you last came to [name of practice] for physical therapy. I hope the treatment you received has had the desired effect. Please don’t hesitate to get in touch should you require any further sessions or simply some advice on managing your condition. All the best. [your name]
[contact number]
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These email templates will help you optimize your communications and help patients feel well cared for. Good communication builds trust, especially with a medical practice, helping to put your patients’ minds at ease and encouraging them to get the treatment they need. Email, used effectively, gets results and we can help you make the most of it. To get started, get in touch with CODESM.

Text Messaging For Physical Therapy Clinics

Posted on May 9, 2022 by - Physical Therapy

SMS for PTs marketing concept

Text Message Responder Templates for Physical Therapy Clinics

Every industry has been impacted by the proliferation of new technologies, and physical therapy clinics are no different. Patients have become accustomed to the slick, seamless communications offered by retailers and other services, including other healthcare clinics. They now expect that same sort of experience wherever they go.

So what is the best way to communicate with your patients? There are several options, but there’s no need to overcomplicate it. Chances are all your patients use cell phones. According to Mobile Monkey, the open rate for SMS messages is a whopping 98% compared to just 20% for email, and 83% of millennials open an SMS within 90 seconds of receiving it. Crucially, 67% of those surveyed said they preferred to receive text messages about appointments and scheduling rather than phone calls and emails.

That means your patients are most likely to see and respond to your communications if you opt for text-based messaging, and it can be automated to save you time and money. Give your patients an experience that outshines the rest, help them to stay on track, reach new patients and earn their loyalty.

Below auto reply text messages demonstrate how GoCRM can help your physical therapy business make the most of text communications.

Introductory template

Make a good first impression with a new prospective patient with a friendly introduction and a word of encouragement.

Hello [patient first name]. It’s [your first name] from [name of your practice]. Feel free to text me with any questions you have about our physical therapy services. We’d love to help!
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Hello [patient first name]. For high-quality physical therapy, you can count on [name of your practice]. Contact me with any questions you have. We’re here to help!
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PT Appointment Templates

Welcome templates

Hi [patient first name]. This is [your first name] from [name of your practice]. Please let me know if there’s anything more you’d like to know. You can call or text me on this number. Have a great day!
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Good morning [patient first name]. This is [your first name] from [name of your practice] – we spoke recently about our practice. Look no further for any physical therapy needs!
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Appointment confirmed

After a patient has scheduled an appointment, thank them and confirm the date and time of the appointment via text message so that they can refer to it later.

Hey [patient name], thank you for making an appointment at [name of your practice]. We look forward to seeing you on [booking date] at [booking time].
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Hi [patient name], this is [your name] from [name of your practice]. Your booking for [booking date] at [booking time] is confirmed! We’ll see you then.
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Hi [patient name], your appointment at [name of your practice] is confirmed. We’ll see you on [booking date] at [booking time].
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Appointment reminder

Hi [patient name], your appointment at [name of your practice] is getting close, and we just wanted to remind you. We look forward to seeing you on [booking date] at [booking time].
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Hi [patient name], this is to remind you of your appointment at [name of your practice] on [booking date] at [booking time]. We look forward to welcoming you!
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Hi [patient name], just want to remind you of your appointment at [name of your practice] tomorrow at [booking time]. See you then.
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Appointment cancelled

Hi [patient name], this is to confirm that your appointment at [name of your practice] for [booking date] at [booking time] has been cancelled. We hope to see you another time.
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Hi [patient name], your appointment at [name of your practice] for [booking date] at [booking time] has been cancelled. Please keep us in mind in the future.
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Running late message

If you’re running behind schedule, use these message templates to postpone an appointment and be sure to apologize for any inconvenience.

Hi [patient name], unfortunately [name of your practice] is running behind schedule and your appointment has been moved to [booking time] on [booking date]. Please call to arrange another appointment if this doesn’t suit you. Our sincere apologies for any inconvenience.
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Sincere apologies [patient name], due to unforeseen circumstances we’ve had to move your appointment to [booking time] on [booking date]. Please call to arrange another appointment if this doesn’t suit you.
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Post-visit templates for PTs

Visit follow-up

Following an appointment, you can make contact to see check on the patient and see if they have any follow-up questions.

Hi [patient name], this is [your name] from [name of your practice], I hope your appointment went well and that we were able to help. If you have any questions, please don’t hesitate to ask. You can call me on this number.
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Hello [patient name], we just wanted to check if you had any questions following your appointment at [name of your practice] – you can call on this number. We wish you a speedy recovery.
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Review request

After a visit, make contact to encourage patients to write a review of your practice on your preferred platform.

Hi [patient name]! We hope you have seen some positive results following your physical therapy at our practice. Would you mind leaving a review for us on [platform link]? We would really appreciate it. Thank you!]
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Hello [patient name], thank you so much for choosing [name of your practice]. We hope you’re in better shape now, and we would really appreciate it if you left us a review: [platform link]. Thank you!]
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Re-engagement/checkup template

After some time has passed, make contact with previous patients to see how they are and offer assistance.

Hi [patient name], this is [name] from [name of your practice]. It’s been a while since we last saw you, and I was just wondering how you are. Please let me know if there’s anything you need.
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Hi [patient name], I hope you’re well. It’s been a long time since we saw you at [name of your practice] and I just wanted to check in. Please get in touch if we can help.
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User guidelines

Physical therapy services are in a competitive space, so it pays to offer a polished and professional experience. Your patients will spread the word and help your business to grow.

GoCRM is committed to helping businesses like yours succeed at what they do best. Try our CRM solution for physical therapy services with VoIP SMS capabilities and templates to help you connect with patients in a personalized way.

To get started, request a demo today!