New Patient Welcome Letter Template: Streamline Onboarding & Enhance Patient Experience

[Your Practice Letterhead/Logo]
[Date]

[Patient's Full Name]
[Patient's Address]
[Patient's City, State, Zip Code]

Subject: Welcome to [Practice Name] – We're Delighted to Have You!

Dear [Patient's Full Name],

On behalf of the entire team at [Practice Name], we extend our warmest welcome to you! We are truly honored that you have chosen us as your healthcare partner and appreciate the trust you have placed in our commitment to your well-being.

At [Practice Name], we are dedicated to [mention your practice's mission, e.g., "fostering a patient-centered approach"]. We believe in building strong, lasting relationships with our patients. Our team of experienced professionals is here to support you every step of the way.

Preparing for Your First Visit
To ensure your first appointment on [Date of Appointment] at [Time of Appointment] is as smooth as possible:

*   Arrival Time: Please arrive 15 minutes prior to your scheduled appointment.
*   What to Bring:
    *   Current insurance card(s).
    *   Valid photo identification (e.g., driver's license).
    *   Complete list of medications and dosages.
    *   Relevant medical records/results.
*   Forms: Save time by completing your forms online at [Link to Patient Portal] prior to your visit.

Practice Information
*   Address: [Your Practice Full Address]
*   Phone: [Main Office Phone Number]
*   Website: [Your Practice Website]
*   Office Hours: [List Office Hours]

Billing and Insurance
We accept most major insurance plans. Co-payments and deductibles are due at the time of service. For billing questions, please contact [Billing Phone Number].

Patient Portal
Our patient portal allows you to schedule appointments, access records, and message our team securely. Register at [Link to Patient Portal Registration].

We look forward to meeting you soon!

Sincerely,

The Team at [Practice Name]

graph TD
    A[Patient Book Appointment] --> B[Trigger Welcome Sequence];
    B --> C[Send Automated Welcome Letter & Forms];
    C --> D[HealOS Benefits Verification Agent Checks Eligibility];
    D --> E{Prior Auth Needed?};
    E -- Yes --> F[HealOS Prior Authorization Agent Submits Request];
    E -- No --> G[Ready for Visit];
    F --> G;
    G --> H[Patient Data Integrated into EHR];
    H --> I[Send Automated Reminders];
    I --> J[First Appointment with AI Medical Scribe];