Using email as a marketing strategy in a clinic is essential for reaching a large number of patients in a fully automated and segmented way. When planned strategically, email marketing helps strengthen patient relationships, reduce no-show rates, and keep your clinic’s brand present in their daily lives.
With the Ninsaúde Clinic practice management system, physicians, administrative staff, and clinic managers can schedule different types of emails targeted to specific patient groups, according to their profile and stage in the care journey. In addition, once the messages are sent, the system tracks how many times each email was opened, helping refine future campaigns and continuously improve the clinic’s communication strategy.
Below are five essential email marketing strategies to enhance communication and streamline clinic management.
Appointment Information and Reminders
In Ninsaúde Clinic, appointments can be confirmed automatically via WhatsApp, but email marketing can be used for additional communication purposes. Users can schedule reminder emails that include the appointment date, time, clinic location, and any quick instructions for the day of the visit.
Check-up clinics frequently use this feature to remind patients about preparation steps before their appointment—such as fasting for lab tests, bringing previous exam results, or drinking a certain amount of water beforehand. These reminders help minimize unforeseen issues, reduce no-show rates, and ensure that care flows as planned.
Before we move on, one important note: if you manage a healthcare clinic and need better scheduling organization, a secure electronic health record, and centralized financial processes, Ninsaúde Clinic can streamline your daily operations. Get in touch to learn more.
Post-Visit Follow-Up and Feedback
We often say that the appointment does not end when the patient leaves the exam room. To build loyalty, post-visit communication is essential. Healthcare professionals can schedule an email to be sent one or two days after the visit, thanking the patient, reinforcing previous instructions, and wishing them well in their recovery.
Email marketing can also be used to send satisfaction surveys. In Ninsaúde Clinic, it is possible to create multiple survey templates and include them directly in automated emails. Satisfaction surveys are highly valuable for understanding the patient’s perception of the clinic overall—not only the physician’s care, but also how they were received by the front desk, their scheduling experience, waiting time, and comfort during the visit.
Health Tips and Educational Content
Keeping patients informed with health tips and preventive guidance demonstrates the clinic’s concern for their well-being, both inside and outside the consultation room. This type of educational content strengthens the clinic’s authority and keeps the brand present between appointments.
A valuable strategy is to monitor the health calendar and, whenever a relevant awareness date appears—especially one aligned with your specialty—send an email discussing the topic and sharing prevention tips. This ensures patients receive relevant, updated information connected to their clinical reality.
During the early months of the COVID-19 pandemic, many healthcare professionals used email marketing to provide guidance on preventive measures during quarantine. The same approach applies to vaccination reminders, chronic disease prevention, mental health awareness, and other themes relevant to your clinic’s audience.
Holiday and Special Occasion Messages
Some commemorative dates should not go unnoticed in medical marketing. With Ninsaúde Clinic, you can schedule emails to be sent exactly on the patient’s birthday, without manually entering the date of birth. This automation creates more personalized, humanized communication.
Using the feature is simple: after creating the email template, just select the “Birthday” option, and the system will automatically send the message based on the patient’s registered information. On our blog, you’ll find an article with birthday email templates to inspire your messages.
Beyond birthdays, other important dates can also be part of your email marketing strategy—such as Christmas, New Year’s, and specific holidays that resonate with your audience. These occasions offer an easy and effective way to maintain ongoing patient engagement throughout the year.
Patient Prospecting and Reactivation
Email marketing is a powerful tool for reactivating two types of patients: those who underwent a procedure that requires follow-up after a specific timeframe, and those who visited the clinic only once and never returned. In both cases, email communication helps bring them back into your schedule.
For example, if a patient received a Botox procedure and needs to return in six months, the user can schedule an automated email using the “based on appointments” option and define the six-month interval. After this period, the patient receives the message automatically, reminding them to book their next session.
In the second case, the user can view the prospecting report, which identifies patients who came only once and did not return. Based on this information, an email inviting them to schedule a new appointment can be automated. This strategy increases patient retention, reduces churn, and improves revenue without relying solely on spontaneous bookings.
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Updated in November 2025
