Welcome/Nurture Email Sequence
Trigger: Subscriber joins email list (blog CTA, lead magnet download, or manual signup) Length: 5 emails over 14 days Goal: Deliver value, build trust, educate about WithinEHR, drive demo request or trial signup
Email 1: Welcome + Lead Magnet Delivery
Send: Immediately (Day 0) Subject Line: "Welcome -- here's your [lead magnet name]" Preview Text: "Plus a quick intro to why we built WithinEHR for group practices"
Body:
Hi [First Name],
Thanks for downloading [lead magnet name]. Here's your copy:
[Download Button: Get Your [Lead Magnet Name] →]
Quick intro: I'm [Founder Name], and I built WithinEHR because I kept hearing the same thing from mental health group practice owners:
"I'm paying for 4 different platforms, none of them talk to each other, and my clinicians are spending more time on paperwork than with patients."
That's exactly what WithinEHR solves. It's the all-in-one platform for mental health group practices -- EHR, practice management, telehealth, billing, and AI-powered documentation in one place.
Over the next couple of weeks, I'll share some practical tips for running a more efficient group practice. No fluff, no spam -- just things I wish I'd known sooner.
Talk soon, [Founder Name] Founder, WithinEHR
P.S. If you're curious, here's a [2-minute overview of WithinEHR →]
CTA: Lead magnet download button (primary), product overview link (secondary) Design notes: Clean, simple layout. No heavy branding. Should feel like a personal email.
Email 2: Educational Value
Send: Day 2 Subject Line: "The #1 mistake group practices make with their EHR" Preview Text: "It's not what you think (and it costs you thousands per year)"
Body:
Hi [First Name],
Here's something I've noticed after talking to dozens of group practice owners:
The biggest EHR mistake isn't choosing the wrong one. It's using a solo-practice tool for a group-practice workflow.
Here's what that looks like in practice:
-
Billing blind spots: Each provider submits claims their own way. No one has a unified view of outstanding claims, denial rates, or revenue by payer.
-
Documentation silos: Provider A uses one template, Provider B uses another. Quality and compliance vary wildly.
-
Admin bottleneck: The office manager is manually reconciling data across 3 systems because nothing integrates natively.
-
Onboarding friction: Every new hire takes 2-3 weeks to learn your patchwork of tools instead of 2-3 days on a unified platform.
The fix isn't "training" or "better processes." It's using a platform that was actually designed for how group practices work.
That means:
- One dashboard for every provider and every location
- Standardized templates with room for clinical flexibility
- Unified billing pipeline with real-time visibility
- AI documentation that helps clinicians chart faster without sacrificing quality
If any of the above sounds painfully familiar, you're not alone. And you don't have to put up with it.
[Learn how WithinEHR handles group practice workflows →]
Best, [Founder Name]
CTA: Link to a feature page or blog post about group practice EHR requirements Design notes: Text-heavy, educational. One link in body, one at bottom.
Email 3: Social Proof / Case Study
Send: Day 5 Subject Line: "How one group practice saved 15 hours/week with AI documentation" Preview Text: "Real numbers from a practice that made the switch"
Body:
Hi [First Name],
I want to share a quick story about a group practice that switched to WithinEHR.
The situation: A 5-provider mental health group practice in [City, State]. Each clinician was spending 60-90 minutes per day on progress notes and treatment plans. The practice owner was spending another 10+ hours/week on billing administration across two separate platforms.
What changed: After switching to WithinEHR:
- Documentation time dropped by 60% -- AI-generated progress notes that clinicians review and approve instead of writing from scratch
- Billing errors dropped by 75% -- automated eligibility checks catch issues before claims are submitted
- Admin time cut by 15 hours/week -- everything in one dashboard instead of three platforms
- Monthly software costs dropped by $200 -- one platform replaced three subscriptions
The result: Clinicians are happier (less burnout), the practice is more profitable (fewer denied claims), and the owner got their evenings back.
Want to see if WithinEHR could do the same for your practice?
[Book a 15-Minute Demo →]
No pressure, no hard sell. Just a quick look at how it works for group practices like yours.
Best, [Founder Name]
CTA: Demo booking link Design notes: Storytelling format. Specific numbers build credibility. Use real customer data when available; use realistic composites early on (note: ensure any early case studies are clearly framed as representative scenarios if not yet from actual customers).
Email 4: Problem Agitation + Product Differentiation
Send: Day 9 Subject Line: "Your EHR shouldn't hold your practice back" Preview Text: "3 questions that reveal if you've outgrown your current platform"
Body:
Hi [First Name],
Quick check-in. Ask yourself these three questions:
1. "Can I see every provider's schedule, notes, and billing status in one screen?"
If the answer is no, you're managing a group practice with solo-practice tools. You're probably toggling between tabs, exporting spreadsheets, or asking staff to send you updates manually.
2. "How long does each clinician spend on documentation after sessions?"
If it's more than 15 minutes per session, there's a better way. AI-assisted documentation can cut that to 5 minutes or less -- without sacrificing clinical quality or compliance.
3. "Do I know our claim denial rate right now?"
If you have to check multiple systems (or ask your biller to pull a report), you're flying blind on revenue. Automated billing pipelines surface this data in real time.
These aren't nice-to-haves. They're the difference between a practice that runs you and a practice you run.
WithinEHR was built to answer "yes" to all three questions. Native multi-tenant architecture, AI documentation, and automated insurance billing -- in one platform.
Here's how we're different:
| WithinEHR | Typical Solo EHR | |
|---|---|---|
| Multi-provider visibility | Unified dashboard | Per-user silos |
| AI documentation | Built-in, trained on clinical workflows | Templates or none |
| Insurance billing | Automated lifecycle (Stedi-powered) | Basic claims or separate tool |
| Telehealth | Built-in | Add-on or third-party |
If you're ready to see the difference, I'd love to show you.
[See WithinEHR in Action →]
Best, [Founder Name]
CTA: Demo or product tour link Design notes: Question format creates self-diagnosis. Comparison table provides visual proof.
Email 5: Direct CTA
Send: Day 14 Subject Line: "Ready to see WithinEHR in action?" Preview Text: "A 15-minute demo tailored to your group practice"
Body:
Hi [First Name],
Over the past two weeks, I've shared:
- The #1 mistake group practices make with their EHR
- How AI documentation saves 2+ hours per provider per day
- Why unified billing pipelines prevent revenue leakage
- The 3 questions that reveal if you've outgrown your platform
If any of that resonated, I'd love to show you how WithinEHR works in practice.
Here's what a demo looks like:
- 15 minutes, not an hour-long sales pitch
- Tailored to your practice -- tell me your size and biggest pain point, and I'll focus there
- No pressure -- if it's not a fit, I'll tell you honestly (and might even recommend an alternative)
[Book Your 15-Minute Demo →]
Or if you prefer to explore on your own, you can [start a free 14-day trial →].
Either way, I'm here if you have questions. Just reply to this email.
Best, [Founder Name] Founder, WithinEHR
P.S. Already using WithinEHR or not interested? No worries -- [update your preferences here] and I'll make sure you only get content that's relevant to you.
CTA: Primary: Demo booking. Secondary: Free trial. Tertiary: Preference update. Design notes: Summarize value from previous emails. Make the ask clear and low-commitment. Include preference management to reduce unsubscribes.