How To Email Your Patients When Your Practice Is Closed

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In the event that you experience an interruption in office hours, clear communication with patients is essential. Make sure you:

  • Contact patients affected immediately to reschedule.
  • Make sure there is a post on Social Media to highlight the change in office hours (our team is standing by to help).
  • Send us the days/hours you will be closed so we can update them on Google My Business and your website.

Some offices have seen an increase in patient cancellations when they reach out via email. We advocate leading from the front and being proactive. We have prepared an email for offices that are closing below.

Subject Line: An Important Message from Dr. ____________


Daily media coverage is keeping the COVID-19 virus top of mind. We want to assure you of our commitment to your health and well-being, and keep you updated on our office decisions. We are closely following the American Dental Association, Centers for Disease Control, and the World Health Organization to stay well-informed about this evolving situation, and we are watching the movements and guidance from state dental associations across the country.  

While we await further guidance and leadership from our state dental association, we have felt the need to take a proactive response to limit exposure for our patients and staff in the meantime. We are suspending elective procedures  at our office until further notice.  We will continue to see emergency and non elective cases. For patients with scheduled appointments, our team will be reaching out to you to reschedule your appointment during a time when our office re-opens.

Our obligations to the patients in this community are still a priority and we are doing everything we can to make sure we help in any way that we can throughout this time. We will continue to post updates as they occur and will keep you informed of any changes. With your cooperation and patience, we hope to be able to continue to serve you, but more importantly, minimize the potential spread of the disease.

While our office is closed, we are offering virtual consults for patients with restorative or cosmetic concerns. You can fill out a simple form and submit a few, quick photos; I will respond with a video consult for you to review. If you are interested, please find the link below:

(insert link)


The ____[Practice Name]____ Team

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