Post-Demo Follow-Up Email Sequence
Trigger: Prospect completes a live demo call Length: 4 emails over 10 days Goal: Address objections, reinforce value, close trial signup or subscription
Email 1: Demo Recap
Send: Same day as demo (within 2 hours) Subject Line: "Thanks for the demo -- here's a summary" Preview Text: "Everything we covered, plus links to get started"
Body:
Hi [First Name],
Thanks for taking the time to see WithinEHR today. I enjoyed learning about [practice name] and the challenges you're facing with [specific pain point discussed].
Here's a quick recap of what we covered:
- [Feature area 1 discussed] -- [One-sentence summary of how it addresses their need]
- [Feature area 2 discussed] -- [One-sentence summary]
- [Feature area 3 discussed] -- [One-sentence summary]
Your specific questions:
- [Question 1 from the demo]: [Brief answer or "I'm looking into this and will follow up"]
- [Question 2 from the demo]: [Brief answer]
Next steps we discussed:
- [Specific next step, e.g., "Start your 14-day free trial", "Share with your clinical director", "Get pricing for 5 providers"]
Helpful links:
- [Start Your Free Trial →]
- [Product Demo Recording →] (if recorded)
- [Pricing Details →]
- [Implementation Timeline →]
If any questions come up, just reply to this email. I'm here to help.
Best, [Founder Name]
Design notes: Personalize this email heavily. Reference specific things from the demo call. If you can include a recording link, even better. This email should prove you listened.
Template for when you can't fully personalize:
Hi [First Name],
Thanks for the demo today! Great to learn about your practice.
Here's what we covered:
- How WithinEHR's multi-tenant architecture works for group practices
- AI documentation and how it reduces charting time
- Insurance billing automation powered by Stedi
- [Any other specific feature demoed]
Ready to get started?
[Start Your 14-Day Free Trial →]
Your trial includes everything we showed today -- no feature gates, no credit card required.
Questions? Just reply.
Best, [Founder Name]
Email 2: Objection Handling FAQ
Send: Day 2 Subject Line: "Answers to the questions that come up after every demo" Preview Text: "Migration, training, security, and pricing -- all answered"
Body:
Hi [First Name],
After demos, there are usually a few questions that come up once you've had time to think. Here are the most common ones:
"How long does migration take?"
For a group practice with 2-10 providers, typical migration takes 1-2 weeks. We handle the heavy lifting:
- Data import from your current EHR (we support exports from SimplePractice, TherapyNotes, and most major platforms)
- Template configuration and customization
- Provider account setup
- Billing/payer configuration
You won't have a single day of downtime. We run in parallel until you're ready to switch.
"Will my staff actually use this?"
Change management is real, and we take it seriously:
- Each provider gets a personalized onboarding walkthrough
- AI documentation is the "hook" -- clinicians usually adopt it within 1-2 sessions
- The interface is designed for therapists, not IT admins
- We provide training materials (videos, guides) for self-paced learning
- Dedicated support during your first 30 days
"Is it really HIPAA compliant?"
Yes. WithinEHR was built with HIPAA compliance at the architecture level, not bolted on:
- End-to-end encryption for all data at rest and in transit
- Role-based access controls (RBAC)
- Comprehensive audit logs
- BAA (Business Associate Agreement) provided
- SOC 2 Type II compliance [in progress/achieved]
- Regular third-party security assessments
"What happens to my data if I leave?"
Your data is always yours:
- Full data export available at any time
- Standard formats (CSV, PDF) for easy portability
- No data lock-in or exit fees
- 30-day data retention after cancellation for safety
"What does pricing look like for my practice?"
[Customize based on your pricing model, e.g.:] For a [X]-provider practice like yours, the monthly cost would be approximately $[X]/month. That includes all features -- no add-ons, no surprise charges. Compare that to your current stack:
| Current | Cost | WithinEHR |
|---|---|---|
| SimplePractice ($39/provider x [X]) | $[X]/mo | Included |
| Zoom ($15/month) | $15/mo | Included |
| Billing service | $[X]/mo | Included |
| Total | $[X]/mo | $[X]/mo |
Have a question I didn't cover? Just reply -- I'll get back to you within a few hours.
[Start Your Free Trial →]
Best, [Founder Name]
Design notes: Anticipate and address the top objections proactively. Customize the pricing section based on what you learned in the demo about their current setup.
Email 3: Migration Story
Send: Day 5 Subject Line: "What switching to WithinEHR actually looks like" Preview Text: "A realistic timeline from decision to fully operational"
Body:
Hi [First Name],
I know switching EHRs feels like a big project. So let me walk you through exactly what the process looks like:
Week 1: Setup & Configuration
- Day 1-2: We set up your practice profile, locations, and branding
- Day 3-4: Provider accounts created, schedules configured
- Day 5: Billing/payer setup, eligibility verification tested
Week 2: Data Migration & Training
- Day 6-8: Client data imported from your current EHR
- Day 9-10: Provider training sessions (30 min each, virtual)
- Day 10-12: Parallel running -- use both systems simultaneously
- Day 12-14: Final validation and cutover
Week 3: Go Live
- Day 15: Full switchover to WithinEHR
- Day 15-21: Dedicated support check-ins (daily for the first week)
- Day 21+: Standard support with priority response
What we handle:
- Data migration (we do the heavy lifting)
- Template setup and configuration
- Staff training
- Technical issues during transition
What you handle:
- Deciding when to start (we work around your schedule)
- Telling your team about the change
- Providing access to your current EHR for data export
The reality: Most practices are fully operational on WithinEHR within 2 weeks. The most common feedback? "I wish I'd done this sooner."
Ready to start the process?
[Start Your Free Trial →] (get familiar before committing)
or
[Book a Migration Planning Call →] (let's map out your specific timeline)
Best, [Founder Name]
Email 4: Personal Follow-Up
Send: Day 10 Subject Line: "Still thinking about it? Let's chat." Preview Text: "Happy to answer any remaining questions -- no pressure"
Body:
Hi [First Name],
I wanted to check in one more time.
It's been about a week and a half since our demo, and I understand that switching your practice's core technology is a big decision. It should be.
Here's where I can help:
- Have questions your team raised? Forward me their questions and I'll send back answers you can share.
- Need a second demo for your clinical director or billing manager? Happy to do a focused session for them.
- Want to talk pricing or implementation timeline? Let's hop on a quick call.
- Decided to go a different direction? Totally fine -- I'd just appreciate knowing so I can learn from it.
[Reply to this email] or [book a 10-minute call →]
I won't send any more follow-up emails after this unless you ask. The ball is in your court, and I'm here whenever you're ready.
Best, [Founder Name] Founder, WithinEHR
P.S. If you'd like to keep getting our weekly group practice tips and insights, you'll still receive our Tuesday newsletter. If you'd rather not, [update preferences here].
Design notes: This is the final follow-up. It should be genuinely low-pressure. Respect their decision-making process. The offer to stop following up builds trust and reduces unsubscribes. Keep the door open without being pushy.
Sequence Notes
Personalization Variables
[First Name]-- from form/CRM[Practice Name]-- from demo notes[Specific pain point]-- from demo notes[Number of providers]-- from demo notes or form[Current EHR]-- from demo notes or form[Features discussed]-- from demo notes[Questions asked]-- from demo notes[Pricing]-- calculated based on practice size
Conditional Logic
- If trial started after Email 1: Skip to Trial Onboarding sequence
- If no email opens after Email 2: Add to a re-engagement segment (try different subject line approach in 30 days)
- If pricing page visited after any email: Trigger sales alert for personal outreach
Performance Benchmarks
- Email 1 open rate target: 70%+ (recency effect from demo)
- Email 2 open rate target: 50%+
- Email 3 open rate target: 40%+
- Email 4 open rate target: 35%+
- Overall sequence conversion (to trial or paid): 25-40%