New Patient Welcome Letter

  • By: Ray Martins
  • Date: December 17, 2021
  • Time to read: 8 min.

When a patient has just joined your practice, you want to ensure that the patient feels welcomed in the practice and is also assured that he is going to receive the best care possible. There is nothing better to do that than writing a new patient welcome letter.

Changing doctors can be stressful as the patient is not sure with the kind of care that he is going to receive. Thus, to make the patient feel valued and well taken care of, a welcome letter comes in handy.

However, in order for the welcome letter to have the desired impact, the letter needs to be well written. For that to happen, the welcome letter to the patient needs:

  • To thank the patient for choosing your practice over other practice
  • Provide an overview of your practice and some of the features of your service that you believe makes the practice better than others
  • Specify the practice hours of operation
  • Specify how payments are made
  • Ask the patient to fill a form that gives a general overview of the patient’s health and medical background
  • Inform the patients whether your practice processes insurance payments

If you are not sure on how you should write the welcoming letter for the new patient, we have below provided you with a few templates that you can use to guide you in writing quality letter to convince the patient.

New Patient Welcome Letter – Sample 1

Dear Tabby

Welcome to Jordan Health Care Centre. We feel privileged and honored that our have selected us as your healthcare services provider. Our objective is to offer you utmost health care to all our clients, in a respectful and timely manner.

We will do our level best to offer you same day-services while we will also process for all slots available. We request that you bring with you your valid insurance card policy as well as your photo identity cards on your appointment. In case your information has changed since your previous appointment, kindly make sure that you notify us about those changes. If you have misplaced your insurance card, you will need to reschedule the appointment so that you can get the insurance card or get it replaced. In order to ensure that we always have your updated information, you will on yearly basis be requested to fill registration forms again. All payments have to be made in full immediately after receiving the service unless there are other arrangements with the billing department.

In order to make sure that you make it to the specified appointment time, we recommend that you allow yourself ample time to make it to the practice. In unusual circumstances and in particular when you are late for more than half an hour for your appointment and all the other slots during the day are full, you could be requested to reschedule the appointment. In case there is an emergency and the doctor cannot attend your appointment, you will either be requested to wait until the doctor is available or you will be asked to reschedule the appointment to another day. You will however be informed of such delays immediately we notice that there will be a delay.

If you have any prescriptions or even over the counter medication that you are using, we require that you bring this medication whenever you are coming to the practice and make sure that you inform the doctor about these medicines.

For missed scheduled appointment, we have a policy that has worked well over the years. In case the missed appointment involves a new patient, the appointment will be cancelled and would only be rescheduled for another date when the patient contacts us. If a patient fails to show up for two consecutive appointments, no further appointments can be made until the patients presents himself to the practice and explains the reasons as to why he did not turn up for the appointments. We are aware that some developments outside the control of the patient could be reason why the patient did not make it for the appointment. In such situations, we request that patients call us in advance and inform us that they will not be able to make it for the appointment.

As a responsible practice that is committed to offering the highest quality heath care possible, we adhere to the following procedures when it comes to administering medicine:

  1. Our practice does not offer care related to chronic pain. Thus, we do not dispense any medication that has anything to do with chronic pain. In case you are in need of this kind of medication, all that we can do is to refer you to accredited pain management center once our specialists have examined you.
  2. In case you have a chronic condition such as diabetes among others and you are on medications which need to be refilled, we will provide you with adequate refills for either thirty or ninety days. It is however your responsibility to make sure that you make appointments with our practice so that you are examined and the necessary medication administered and dispensed.
  3. In order to ensure that your safety and well-being is adequately addressed; no request for medications including refills will be processed through the phone or through the internet. Indeed, we require you to make an appointment with your doctor so that you are examined before any medication is administered. Since we are aware that there might be times where you are unable to make it to the appointment, we will offer small refills to last you a maximum of two days in such situations.

In the event that you need to contact your physician outside the official working hours, you can use our answering service through [telephone number]. Our hours of operation are 8am to 5 pm.

I welcome you to our medical practice and hope that you will be satisfied with the quality care that we will provide you with.

Your Truly

Patient Welcome Letter – Sample 2

Dear New Patient

As Medivine Health Centre, we feel honored to welcome you to our practice and we also express our thanks for letting our physicians take care of your health. We assure you quality healthcare that is patient centered and focused on prevention as well as wellness of the patient. In order to ensure that we meet the healthcare needs of our patients, all our staff work closely with each other to give the best care to our patient.

We are open for nosiness from Monday to Saturday. On Monday to Friday, we open from 7.30am to 6.00 pm while on Saturday, we are open 8am to 1Pm. Evening appointments are available on Thursday from 7pm to 9pm. We do our best to ensure that our patients medical needs are serviced during our daily operating hours. We advise that you book your appointment in advance so that you are scheduled to the next available slot. For after hours consultation, you can contact us through our phone number. Our on-call physician will answer the phone and provide you with the required consultations.

Since our facility is a primary care facility, we cooperate with neighboring hospitals and other specialists to ensure that all the elements of our patient care encompassing inpatient hospitalization and expert consultation care is offered as required.

Prior to your visit, kindly make sure that you notify your insurance company about the new primary care provider if the insurance company has that requirement. In addition, we also require that you bring with you the recent copy of your medical which can be obtained from your previous care provider. You also need to bring with you a valid photo identity card and a full list of your medications and the prescription.

Once more, let us thank you again for opting for us to be your primary health care provider. We look forward to working with you for many years to come.


Patient Welcome Letter – Sample 3

New Patient

We would like to take this opportunity to welcome you to Maximum Medical Centre. In this welcome letter, we have answered some of the most frequently asked questions about our practice by new patients. It is our hope that this letter is going to acquaint yourself with our practice and how we operate.

As far as the office hours are concerned, we are open for business Monday to Friday from 7 in the morning to 5 in the evening. The office phone number is 658-888-9867-8791 and the line is operational through our working hours. For emergency cases outside our operating hours, you can phone Alexander General Hospital through phone number 845-9874-4587-785 and you will be assisted.

At Maximum Medical Centre, we base our practice on preventative medicine and taking care of your chronic and acute medical conditions. The philosophy of Maximum Medical Centre is to endeavor to diagnose the condition early, intervene early, and prevent you from various likely conditions early. Through regular appointments to our offices, we are in a better position to help you in singling out and controlling any chronic health issues that you might be having. We are convinced that approach is ideal for both your short-term and long-term needs.

By being hands-on on the kind of care that we offer, we have been able either prevent or extend the commencement of various health challenges as our patients age. We are convinced, and our past experience has proved to it to be true, that patients who are constant in honoring their appointments have reduced experiences of severe illness, challenges with wobbly chronic illness, and in general, they are able to continue enjoying better health.

We have deployed an automated phone system that will phone you at least one day before your appointment. We are aware of the fact that things beyond your control can happen making it impossible for you to attend the appointment. In such cases, we request that you inform us about those changes at least 12 hours before the appointment since such notifications enhances our efficiency while at the same time ensuring that we are able to attend to many patients. Unfortunately, if you fail to show up for appointment for three times with no notice at least 12 hours before the appointment, we will have no option apart from removing your from our practice.

As far as insurance payments are concerned, we process payments from many insurance companies. You however need to go through the list of the insurance companies that we work with in order to confirm whether your insurance provider is in our list. When using your insurance cover for payments, please make sure that you provide us with all the necessary details of your insurance policy. For those with no policy, we expect you to clear all the charges immediately after you have received health care service.

If you have any further questions, or need to know more about our practice, you are free to contact us at your earliest convenience.


Maximum Medical Center