← ALL PLAYS / INBOUND FOLLOW-UP
Consult request follow-up for a medical aesthetics clinic
Recovers consult requests that never booked with five discreet, adaptive emails. Each email offers one next step, booking a complimentary consultation.
| TYPE | INBOUND FOLLOW-UP | MARKET | B2C |
|---|---|---|---|
| INDUSTRY | MEDICAL AESTHETICS CLINIC OFFERING INJECTABLES, LASER TREATMENTS AND SURGICAL CONSULTS | ||
| OUTREACH | ADAPTIVE, 5 EMAILS, 2+ DAYS APART | FEEDS | INBOUND FORMS |
| SENDING | AUTOMATIC, LAUNCHED WITH EVERY OTHER PLAY | ||
| DRAWN BY | HACKING DEMAND | ISSUED | NOV 13, 2026 |
THE PLAY / FOR A MEDICAL AESTHETICS CLINIC OFFERING INJECTABLES, LASER TREATMENTS AND SURGICAL CONSULTS
Trigger
A HubSpot automation rule enrolls a contact within minutes of submitting the consultation request form, as long as no consultation is booked on the record. Contacts with a booked consultation are never enrolled.
Audience
Prospective patients who submitted a consultation request form on a clinic website but have no booked consultation. Most are adults weighing injectables, fillers, body contouring or surgical options who want to understand timing, recovery and cost.
Signals the agent reads
- Consultation request form submitted
- Consultation booked (yes or no)
- Procedure of interest (surgical, body contouring, injectable, filler or blank)
- Location on the record
Selling angle
Someone who asks for a consultation has already made the hardest decision, which is to ask. The useful next step is a conversation that answers timing, recovery and cost before any treatment is chosen. Leading with the procedure the patient named keeps each email relevant, and the consultation is complimentary, so there is nothing to commit to on the first call.
Outreach approach
The Adaptive outreach runs five touches, two days apart, and each touch uses a new angle. Touch 1 confirms the request and asks what the patient most wants to understand. Touches 2 and 3 explain how a consultation works, how financing is arranged and what recovery looks like, using the clinic's own published pages. Touch 4 offers a first-treatment promotion to non-surgical requesters only, and touch 5 is a short close that leaves the door open. The play stops when a consultation is booked, the contact replies, unsubscribes, bounces or an open deal appears.
- 01 / DAY 1Confirm the requestThanks the contact for asking about a consultation, names the location on record and asks one question about what they most want to understand.
- 02 / DAY 3Explain the consultationDescribes how a complimentary consultation works, with a provider building a plan around goals and schedule, and notes that financing is explained in person. Links the clinic's FAQ page.
- 03 / DAY 5Cover timing and recoveryAnswers common timing and recovery questions from the clinic's own content and links the treatment page or team page that matches the procedure named.
- 04 / DAY 7Offer the promotion or a team introductionNon-surgical requesters get the published first-treatment offer. Surgical requesters get an introduction to the surgical team instead, with no pricing.
- 05 / DAY 9Leave the door openA short, no-pressure close that restates the complimentary consultation, offers a 15-minute call with a coordinator and says the team is glad to answer questions by reply.
Advanced instructions (excerpt)
SUBJECT LINE: Keep subjects under 50 characters, sentence case, with no exclamation marks, emoji, urgency words or treatment names in the subject. On follow-ups, reply in the same thread with the same subject and 'Re:' only. EMAIL LENGTH: First touch 120 to 180 words. Later touches 80 to 120 words. Use short paragraphs, plain text, no bullet lists, one question and one link per email. Name the location on the record and one specific fact from the clinic's own pages. RELATIONSHIP CHECK: Read the record before writing. If a consultation is booked, a deal is open or a coordinator logged a conversation in the last 14 days, write nothing. If the record holds no history, make a first approach with no invented history. SCOPE: Offer only the complimentary consultation, the surgical team page and the treatment page for the procedure named. Never state a price, quote or unit count. Never include clinical details, photos or form answers beyond the procedure category. TONE: Warm, discreet and plain-spoken. Use the clinic's own words such as natural-looking results and personalized plan. No hype, urgency, guarantees or before-and-after images. If a reply mentions symptoms, medication or a complication, do not answer it and say a coordinator will call back.
Sample first email
SUBJECT Your complimentary consultation in [City]
Hi [First name], Thank you for asking about a consultation at our [Location]. Plans for body contouring and surgical work often start with questions about timing, recovery and cost, and those are good questions to bring to a visit. The consultation is complimentary. You meet with a board-certified provider, and your plan is built around your goals and your schedule. Pricing is discussed in person, and financing options are explained there as well. Would a 15-minute call with a patient coordinator on Tuesday, November 17 or Thursday, November 19 help? If you would rather choose a time yourself, grab a time that works at [booking link]. Thanks,
Guardrails
- Never state a price, unit count, quote or promotion amount by email.
- Never discuss a patient's medical details, records or appointments by email, and keep health details out of subject lines and previews.
- Stop the play when a consultation is booked, the contact replies, unsubscribes, bounces or an open deal appears.
- If a reply mentions symptoms, pregnancy, medication, allergy or a complication, do not answer it. Say a coordinator will call back.
- Never use before-and-after images, urgency, scarcity or guarantees.
- Never use long dash characters of any kind.
Setup in HubSpot
- Create an automation rule that enrolls contacts when the consultation request form is submitted, with Send without review on, so the emails send automatically.
- Exclude any contact with a booked consultation on the record.
- Set the sender to the contact owner, with the patient coordinator as the fallback sender.
- Limit sends to business days, 9:00 am to 6:00 pm Eastern Time.
- Launch together with the other plays, using the same stop rules.
KPIs
- Share of consult requesters with no booked consultation who book one within 30 days of the first email. Judge the first two weeks as testing and tuning, then review at 60 days against the same period before the play ran.
- Reply and unsubscribe rates by touch, to catch emails that feel too pushy or miss the mark.
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Good questions.
Straight answers.
Who do the emails come from?
The contact owner sends them, and the patient coordinator is the fallback sender if no owner is set. Each email reads like a helpful coordinator, not a salesperson.
Does the play ever mention price?
No. Pricing and financing details are discussed at the consultation, so the emails never quote a price or unit count.
What happens if the patient already booked?
Booked contacts are excluded at enrollment, and the play stops if a booking appears later.
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