CRM Automation for Chiropractors, Patient Recall, Care Plan Reminders & Reactivation

Export your patient list from your PMS and import into HubSpot or Mailchimp. Create four audience segments:

• Active: Last visit within 60 days, no automated recall needed, just appointment reminders
• On Care Plan: In an active prescribed treatment plan, care plan adherence reminders apply
• Recent Lapsed: 61–180 days since last visit, primary reactivation target
• Long Inactive: 181+ days, different campaign tone (more re-introduction, less urgency)
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  Screenshot: Mailchimp audience segments showing 4 patient groups with contact counts

For patients on active care plans, set up appointment reminders in your PMS and missed-appointment follow-ups using Zapier or your scheduling tool:

• 48-hour appointment reminder: "Reminder: Your adjustment with [Dr. Name] is scheduled for [Day] at [Time]. Reply C to confirm or call [Phone] to reschedule."
• Missed appointment follow-up (same day): "We noticed you missed your appointment today. Life happens! Here's a quick link to reschedule: [BOOKING LINK]"
• Missed appointment follow-up (Day 3 if no reschedule): "Just checking in, your care plan is designed to give you the best results when appointments are kept on schedule. Here's your booking link when you're ready."
• This single automation recovers 25–35% of missed appointments that would otherwise become permanent dropoffs

After a patient's first visit, trigger this 5-email sequence over 4 weeks (send from Mailchimp, triggered by a "New Patient" tag in your CRM):

• Day 1: Visit summary + what to expect this week ("Some soreness after the first adjustment is normal, here's why and what to do")
• Day 7: Educational email about their condition in plain English ("Understanding [back pain / neck tension / sciatica]: what's actually happening and how chiropractic helps")
• Day 14: Care plan check-in ("You're 2 weeks in, here's what to expect over the next 4 weeks")
• Day 21: Google review request ("If you're feeling better, we'd love a quick review, it helps other people in [City] find us")
• Day 28: "How are you feeling?" survey, 3 questions, 2 minutes, valuable feedback

For patients in the "Recent Lapsed" segment (61–180 days), run a quarterly 3-touch reactivation campaign in Mailchimp:

• Email 1: "We've been thinking about you, how is [their condition] treating you lately?" Warm, personal, no offer. Just a check-in with a link to schedule if they're ready.
• Email 2 (2 weeks later): Educational content relevant to their original complaint + a gentle reminder that most patients benefit from periodic check-ins even after acute symptoms resolve. Include a booking link.
• Email 3 (4 weeks later): Soft offer, "We'd love to see you back for a wellness check, here's a complimentary [posture assessment / spinal screening] if it's been a while." Include an expiration date.
• Most practices see 25–35% of the Recent Lapsed segment book within 60 days of running this campaign

For patients on monthly maintenance visits, set time-based email reminders for when they're approaching their expected visit window:

• Segment patients by visit frequency: monthly, every 6 weeks, quarterly, annually
• Set automated reminders: "It's been about [X weeks/months] since your last adjustment, time to check in on that alignment."
• Include your online booking link so they can schedule without calling
• Add a birthday email to every maintenance patient, just a brief "Happy birthday from [Practice Name]!" with a booking link. Patients remember this.
• This single automation fills an average of 4–6 maintenance slots per month that would otherwise be left open