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What is Zapier? (Plain-English)
Zapier is an automation platform that connects apps. You create rules called "Zaps" that say: "When [this] happens in [App A], automatically do [this] in [App B]."
You don't need to code. You click through menus and choose options, each Zap takes about 10–20 minutes to set up. After that, it runs every day without you touching it.
Example: When a new patient books an appointment through Calendly (App A), Zapier automatically sends them a welcome email from Gmail (App B) with their first-visit instructions. You set it up once. Every future new patient gets that email instantly, whether you're with a patient, at lunch, or asleep.
1
Zap #1, New Patient Welcome Email
⏱ Setup time: ~15 minutes | Runs: Every time a new patient books
First impressions matter. A warm, professional welcome email sent immediately after booking sets the tone for the entire patient relationship, and dramatically reduces anxiety for first-time chiropractic patients.
New Calendly Booking
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Zapier Trigger
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Send Gmail Welcome Email
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Add to Mailchimp
How to build it:
- Trigger: "New Invitee" in Calendly
- Action 1: "Send Email" in Gmail, use the template below
- Action 2: "Add/Update Subscriber" in Mailchimp, tag "New Patient"
- Test it with a dummy booking to confirm the email arrives
Subject: Welcome to [Practice Name], Your First Visit Details
Hi [First Name],
Welcome to [Practice Name]! We're so glad you chose us.
Here's everything you need to know before your first visit:
📍 Address: [Your address]
🅿️ Parking: [Parking instructions]
⏰ Arrival: Please arrive 10 minutes early to complete your intake forms
👕 Wear: Comfortable clothing, you may be asked to move and stretch
What to expect at your first visit:
We'll start with a thorough health history and consultation, followed by a full spinal examination. If appropriate, we'll begin your first adjustment that same day. The whole appointment takes about 45–60 minutes.
Please bring:
• A valid photo ID
• Your insurance card (if applicable)
• Any relevant X-rays or imaging from the past 2 years
If you have any questions before you arrive, just reply to this email or call us at [phone number].
We look forward to seeing you,
[Your Name], DC
[Practice Name]
[Phone Number]
[Website]
💡 Pro Tip
Add a second Zapier action that creates a reminder in your Google Calendar to prepare for the patient before their appointment. Knowing you have a new patient scheduled (rather than a returning one) helps you allocate extra time for the intake.
2
Zap #2, 24-Hour Appointment Reminder
⏱ Setup time: ~20 minutes | Runs: 24 hours before every appointment
No-shows cost chiropractic practices an average of $50–$150 per missed appointment, and they're entirely preventable with a well-timed reminder. This Zap sends one automatically for every single booking.
Appointment Booked (Calendly)
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Zapier: Delay Until 24hrs Before
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Send Reminder Email/SMS
How to build it:
- Trigger: "New Invitee" in Calendly
- Action 1: "Delay Until" in Zapier, configure to fire 24 hours before the event start time
- Action 2: "Send Email" in Gmail, use the template below
- Optional upgrade: Use a Twilio action to send an SMS instead (even higher open rate)
Subject: Your appointment tomorrow at [Time], [Practice Name]
Hi [First Name],
This is a friendly reminder about your appointment tomorrow:
📅 Date: [Tomorrow's date]
⏰ Time: [Appointment time]
📍 Location: [Practice address]
Quick reminders:
• Arrive 5–10 minutes early
• Wear or bring comfortable clothing
• If you need to reschedule, please use this link: [Calendly reschedule link]
Questions? Reply to this email or call [phone number].
We'll see you tomorrow!
[Practice Name] Team
💡 Pro Tip
Add a second reminder 2 hours before the appointment. Two reminders (24 hours + 2 hours) reduce no-shows by 40% compared to one reminder alone. Both can be configured in the same Zap using separate delay actions.
3
Zap #3, Care Plan Re-Engagement
⏱ Setup time: ~25 minutes | Runs: When patient tag changes in Mailchimp
The most common reason chiropractic patients discontinue care isn't that they've healed, it's that life got busy and they forgot to rebook. This Zap reaches out automatically to patients who haven't scheduled in 3 weeks with a compassionate, professional check-in.
Tag Added: "Inactive 3 Weeks"
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Zapier Trigger
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Send Re-Engagement Email
How to build it:
- In Mailchimp, create an automation that adds the tag "Inactive 3 Weeks" to contacts who haven't engaged in 21 days
- Trigger: "New Tag Added to Subscriber" in Mailchimp, filter for "Inactive 3 Weeks"
- Action: "Send Email" in Gmail using the template below
- Optional: 5 days after no response, send a second email with a special offer
Subject: Checking in, [First Name]
Hi [First Name],
I noticed it's been a few weeks since your last visit and wanted to check in on how you're feeling.
Pain and discomfort often creep back when care plans are interrupted, especially for conditions like [back pain / neck pain / sciatica, customize this]. Consistency is key to lasting results.
If you're ready to get back on track, here's my booking link: [Calendly link]
Or if life has been hectic and you've had trouble finding a time that works, I'd love to find a solution. Just reply to this email and let me know what's going on.
Your health is worth prioritizing, and I'm here when you're ready.
[Your Name], DC
[Practice Name]
[Phone Number]
4
Zap #4, Post-Appointment Google Review Request
⏱ Setup time: ~15 minutes | Runs: 2 hours after each appointment
Google reviews are the #1 factor in local search rankings for chiropractors. Most patients would leave a review, they just never get asked at the right moment. This Zap asks automatically, 2 hours after every appointment, while the experience is still fresh.
Appointment Ends (Calendly)
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Zapier: Delay 2 Hours Past End
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Send Review Request Email
How to build it:
- Trigger: "New Invitee" in Calendly, note the event duration
- Action 1: "Delay Until", calculate appointment end time + 2 hours
- Action 2: "Send Email" in Gmail using the template below
- To get your review link: Search your practice on Google → click "Write a review" → copy the URL
Subject: How did your visit go today, [First Name]?
Hi [First Name],
Thank you for coming in today!
If you had a positive experience, we'd love it if you could take 60 seconds to leave us a Google review. Reviews help other people in [City] who are dealing with pain find our practice, and honestly, they mean the world to us.
Here's the direct link (takes less than a minute):
👉 [YOUR GOOGLE REVIEW LINK]
If there was anything about your visit that could have been better, please reply to this email instead, your feedback helps us improve.
Thank you so much,
[Your Name], DC
[Practice Name]
💡 Pro Tip
Only send review requests to patients after a smooth visit. If you know a patient had a complaint or issue, skip the automated request for them (you can filter by patient name in Zapier). A proactive personal follow-up is better than an automated review request in those cases.
Typical results after 30 days with these workflows
40%Fewer No-Shows
5×More Google Reviews
10 hrsSaved Per Month
Results reported by chiropractic practices using Zapier + Calendly automation workflows.
Common Questions
Will these automations work with my existing practice management software?
Zapier connects with 5,000+ apps including many chiropractic-specific platforms like JANE App, Kareo, and Genesis Chiropractic Software. If your current software has a Zapier integration, you can trigger these workflows from patient bookings in your existing system instead of Calendly. If it doesn't, you can use Calendly as a parallel booking layer for new patients or specific appointment types.
Is there a HIPAA concern with sending patient emails through Gmail via Zapier?
The workflows in this guide contain appointment times, names, and review requests, not clinical information. That said, consult with your HIPAA compliance advisor before sending any emails that contain health details, diagnoses, or treatment information. For clinical communication, use a HIPAA-compliant email system. Google Workspace (paid) offers a Business Associate Agreement (BAA) with Google that can make Gmail HIPAA-eligible.
How much does all this cost?
The free versions of Zapier (5 Zaps, 100 tasks/month), Calendly, Gmail, and Mailchimp cover everything in this guide for a practice seeing up to 30 patients per month. For busier practices, Zapier Starter ($20/month) and Calendly Essentials ($10/month) are the only costs, roughly $30/month total to recover 10+ hours of admin time. Most practices find the ROI positive within the first avoided no-show.
