New Patient Onboarding Email Workflow for Outlook
Welcome a new patient and provide intake form instructions and appointment logistics. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the new patient onboarding email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Bcc
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Subject
Welcome, patient_first_name — New Patient Information
Hi patient_first_name,
Welcome to our practice — we're glad to have you as a new patient and look forward to supporting your health. Here's everything you need to know before your first appointment with provider_name.
YOUR FIRST APPOINTMENT
• Provider: provider_name
• Date: first_appointment_date
• Time: first_appointment_time
• Location: location_address
BEFORE YOUR VISIT — PLEASE COMPLETE BY forms_deadline
To make the most of your first visit, please complete your new patient intake forms in advance. You can complete them online through our patient portal:
• Patient Portal: portal_url
The intake forms are also attached to this email if you prefer to print and bring them with you. Completing them before your visit allows provider_name to review your health history in advance and make better use of your appointment time.
WHAT TO BRING
• Valid photo ID and insurance card
• List of current medications with dosages
• Records from previous providers if available (especially recent labs, imaging, or specialist notes)
• Any medical devices you use regularly (blood pressure cuff readings, glucose logs, etc.)
ARRIVING
Please arrive 10–15 minutes early on your first visit to complete any remaining check-in steps. If you need to cancel or reschedule, please call us at me::phone at least 24 hours in advance.
We look forward to meeting you. Welcome to the practice.
Workflow context
When to use this workflow
Use this workflow when welcoming a new patient before their first appointment and providing intake forms, portal access, location, and preparation instructions.
What this replaces
This replaces manually assembling new patient emails, attaching intake forms by hand, and retyping appointment logistics for every new patient.
Why teams standardize this email
New patient onboarding sets expectations before the first visit. Standardizing the workflow helps practices collect forms earlier, reduce front desk friction, and send complete first-visit instructions.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the new patient onboarding email in Outlook
- Prompts for patient name, provider, appointment date, appointment time, location, portal URL, forms deadline, and phone number
- Adds a patient-specific welcome subject line
- Can include configured new patient intake forms
- Keeps the email editable before sending
FAQ
Does Toggles create the patient portal account?
No. Toggles prepares the email and can include the portal link. Portal setup remains in your patient management system.
Can intake forms be attached?
Yes. This workflow can include configured new patient intake form attachments.
Can staff adjust instructions by provider or location?
Yes. The Outlook draft remains editable before sending.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
Helpful Resources
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Toggles for Outlook Quickstart Guide
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Toggles Business Pro Quickstart Guide
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