Healthcare Partners Consulting & Billing
Revenue Protection Partner

Post-Booking Confirmation Email

This email deploys automatically when a prospect books the Revenue Protection Review call through GHL. It confirms the appointment, sets expectations for the conversation, and directs them to the call prep document. It is the bridge between the booking action and a productive call.

Tone is warm but professional. This is not a pitch email. It is an operational confirmation that signals HPC is organized, prepared, and takes the prospect's time seriously.

GHL Automation Setup
1
Trigger: Appointment booked in GHL calendar. Tag contact call-booked. Remove from the Revenue Leak follow-up workflow immediately.
2
This email sends immediately on booking confirmation. GHL pulls appointment date, time, and video link from the calendar event automatically.
3
24 hours before the call: Send a second automated reminder using the same subject line with "Reminder:" prepended. Include the call prep document link again.
4
If prospect cancels: Remove call-booked tag. Re-enter the follow-up sequence at Email 3 with a 48-hour delay. One re-engagement attempt only.
GHL Merge Tags Used in This Email
{{contact.first_name}}
Prospect first name
{{contact.company_name}}
Practice name
{{appointment.date}}
Booked call date
{{appointment.time}}
Booked call time with timezone
{{appointment.video_link}}
Zoom or video call URL
{{callprep.link}}
URL to the call prep document
Prepared Exclusively For
Revenue Protection
Review
Everything you need to know before our conversation. This document takes five minutes to read and will make our 30 minutes together significantly more productive.
Document Type
Call Preparation Guide
Call Duration
30 Minutes
Presented By
Healthcare Partners Consulting & Billing
1
How We Will Use Your 30 Minutes
This call follows a specific structure. We move through it efficiently so you leave with clear answers, not a sales pitch.
0:00
Your Practice and Current Situation
We will review your Revenue Leak Report together. I will ask a few clarifying questions about your current operation to validate or adjust the risk estimates in your report.
8 min
0:08
Root Cause Identification
Based on your answers, we will identify which of your five risk categories is the most urgent and why. This is where the conversation gets specific to your situation.
10 min
0:18
What a Protected Revenue Operation Looks Like
I will walk you through what the infrastructure looks like when the gaps in your report are closed, whether that involves HPC or not. You will leave with a clear picture of what needs to change.
8 min
0:26
Your Questions and Next Steps
Time for your questions and a clear statement of what the logical next step is based on our conversation. No pressure. Just clarity.
4 min
2
Questions We Will Cover on the Call
Reviewing these in advance means we spend less time on context and more time on answers. You do not need to prepare formal responses. Just think through them before we connect.
  • 1
    What does your current billing process look like from the time a session ends to the time a payment posts?
    This helps us identify where handoffs break down and where claims slow down or fall off entirely.
  • 2
    Do you currently know your first-pass claim denial rate? If so, what is it?
    If you do not know this number, that itself tells us something important about your current visibility into revenue performance.
  • 3
    How do you currently monitor AR aging? Who in your organization owns that function?
    Unclear ownership of AR follow-up is one of the most common and costly gaps in group practice revenue operations.
  • 4
    How often do you review your payer remittances against your contracted fee schedules?
    Most group practices never do this. Underpayments accumulate silently for years without a systematic review process in place.
  • 5
    What is your biggest frustration with your current billing situation right now?
    This is the most important question on the call. The answer almost always points directly to the root cause.
3
What to Have Available During the Call
You do not need to pull reports or prepare data in advance. Having these available means we can reference specifics if they come up.
Your Revenue Leak Report
Have your report open or printed. We will reference specific categories during the conversation. The link is in your confirmation email.
A Recent ERA or EOB
An Explanation of Benefits or Electronic Remittance Advice from any payer in the last 90 days. Useful if we get into payer compliance discussion.
Your Current AR Aging Report
If you have one available from your EHR or billing system. Even a rough view of what is outstanding and how long it has been sitting is helpful.
Decision-Making Authority
If there is another owner, partner, or administrator who would need to be involved in any operational decision, consider having them on the call.
4
What You Will Walk Away With
Regardless of whether we work together, this is what you leave the call having.
  • ✓
    A clear understanding of which revenue risk category in your report is the most urgent priority for your specific practice configuration.
  • ✓
    Specific language you can use to evaluate your current billing vendor or in-house team against the benchmarks we discuss.
  • ✓
    A realistic picture of what a properly structured revenue cycle operation looks like for a practice your size and specialty.
  • ✓
    An honest assessment of whether HPC is the right fit for your situation and, if so, what a next step would look like.
  • ✓
    If we are not the right fit, a clear recommendation of what kind of resource or change would best address what you are facing.
5
What This Call Is Not
Setting accurate expectations protects your time and ours.
This Call Will Not Include
  • A presentation or slideshow about HPC's services. We will not spend your time on our own marketing material.
  • A price quote or proposal. Scope and pricing conversations happen after we confirm there is a fit, not before.
  • A request to sign anything or make a commitment. The purpose of this call is to give you information, not to close a deal.
  • Generic advice or best-practice overviews. Everything we cover is specific to your practice profile and what your report identified.
6
HPC Internal Call Preparation
For HPC team use only. Complete before every Revenue Protection Review call.
Pre-Call Checklist for HPC Team
  • 1
    Pull the prospect's Revenue Leak Report. Review their billing configuration, practice size, specialty, and the two highest-risk categories before joining the call.
  • 2
    Research the practice. Review their website and any public information available about their provider roster, locations, and specialty mix. Know who you are talking to before you speak.
  • 3
    Identify one case example. Have a relevant HPC case pattern in mind that mirrors this prospect's configuration. You will not name a client. You will describe the pattern and the outcome.
  • 4
    Know the EHR. If the prospect's specialty indicates a likely EHR platform (SimplePractice for mental health, CollaborateMD for pain management, etc.), be prepared to speak to that platform's billing limitations specifically.
  • 5
    Confirm the calendar event is set. Video link is correct and active. GHL shows the appointment as confirmed, not tentative.
  • 6
    Have the proposal framework ready. If the call converts, you need to be able to describe scope, onboarding timeline, and next steps clearly. Do not improvise this in the moment.
Healthcare Partners Consulting & Billing, LLC  •  888-517-4992  •  Info@hpcbilling.com  •  hpcbilling.com
Your Revenue. Our Responsibility.