Automated follow-up emails after sessions

Purpose

1.1. To automatically deliver personalized follow-up emails to patients after acupuncture sessions to improve engagement, ensure compliance, gather feedback, and promote additional services.
1.2. Reduce practitioner manual workload by triggering post-session communications based on session completion, promoting client retention and satisfaction.
1.3. Customize messaging to client history, treatment type, and recuperation needs, supporting a practitioner’s professional image and continuity of care.

Trigger Conditions

2.1. Completion of an appointment as recorded in scheduling software.
2.2. Change of client status to “Session Completed” in a practice management tool.
2.3. Passage of a set time interval (e.g., 1 hour or 24 hours) after a session.
2.4. Entry of practitioner notes or outcome summaries in the system.
2.5. Patient check-out or payment confirmation.

Platform variants

3.1. Gmail (Google Workspace)
• Feature: Gmail API – Send message endpoint; configure OAuth2, define email template, map trigger to send action.
3.2. Microsoft Outlook (Office 365)
• Feature: Microsoft Graph API – /sendMail; setup delegated permission, specify recipient and email content, connect to session completion event.
3.3. SendGrid
• Feature: Mail Send API – v3/mail/send; authenticate API key, configure dynamic templates, post-session data triggers API call.
3.4. Mailchimp
• Feature: Campaigns endpoint – Create/send campaign; connect contact segments to post-session triggers, auto-populate client info.
3.5. HubSpot
• Feature: Workflows + Email API – Automation to trigger transactional email by record update in CRM after “completed session.”
3.6. Salesforce
• Feature: Process Builder/Flows + Email Alerts; configure triggers from “Appointment Status,” map to email template.
3.7. ActiveCampaign
• Feature: Automations; set trigger for contact field update, add to post-session follow-up sequence.
3.8. Zoho CRM
• Feature: Workflow Rules – email notification on “Session Completed”; map patient fields to template.
3.9. Brevo (formerly SendinBlue)
• Feature: Transactional Email API – connect webhook from practice software, send templated follow-up.
3.10. Klaviyo
• Feature: Flows – automate sequence based on tag addition (e.g., “Session Completed”), send follow-up email.
3.11. Pipedrive
• Feature: Automations; trigger email send on deal stage change to “Session Complete.”
3.12. Intercom
• Feature: Automated Messages; send post-session email based on custom attribute update or tag.
3.13. Drip
• Feature: Workflow – add tag “SessionDone” triggers email sequence.
3.14. Keap (Infusionsoft)
• Feature: Automation Builder; trigger follow-up email when appointment moves to “Complete.”
3.15. Constant Contact
• Feature: Autoresponder; add patient to a “Follow-up” list via API, initiate follow-up series.
3.16. Freshdesk
• Feature: Automations – ticket/resolution triggers email template to client.
3.17. Monday.com
• Feature: Automations + Email Integration; pulse status change triggers email to patient contact.
3.18. Notion
• Feature: Integration API – status update automation triggers follow-up email via connected SMTP/email provider.
3.19. Slack
• Feature: Workflow Builder + Email App; “Session Complete” message triggers email to client from workspace.
3.20. Calendly
• Feature: Webhook – on event ended, triggers external email campaign via chosen provider.
3.21. Acuity Scheduling
• Feature: Appointment confirmed/completed notifications, use Webhook or direct integration to trigger external email API.
3.22. Practice Better
• Feature: Automations – follow-up emails for “appointment completed,” templates linked to procedure type.

Benefits

4.1. Ensures consistent client follow-up and increases client retention.
4.2. Reduces administrative burden on practitioners/staff.
4.3. Improves patient outcomes through timely advice/reminders.
4.4. Enables rapid feedback collection and identification of issues.
4.5. Supports scaling of practice communication without loss of personalization.