Funnel Overview
This funnel targets walk-in patients who have not returned within set time periods. It uses a combination of SMS (for immediacy) and email (for detail) to re-engage them with personalized check-ins and promotional offers.
Trigger
No Visit in 30+ Days
Channels
SMS + Email
Total Touchpoints
7
Automation Flow
Set this up in GoHighLevel as a workflow. The trigger is based on the contact's "Last Visit Date" custom field.
Walk-In Visit
Staff logs visit date
→
Staff logs visit date
30 Days Pass
No return visit
→
No return visit
Touch 1: SMS
Friendly check-in
→
Friendly check-in
Touch 2: Email
Health reminder
Health reminder
60 Days
Still no visit
→
Still no visit
Touch 3: SMS
Soft offer
→
Soft offer
Touch 4: Email
Value content
Value content
90 Days
Still no visit
→
Still no visit
Touch 5: SMS
Stronger offer
→
Stronger offer
Touch 6: Email
Last chance
Last chance
6 Months
Final attempt
→
Final attempt
Touch 7: SMS + Email
Win-back promo
Win-back promo
Phase 1: 30-Day Check-In (Friendly Nudge)
The patient has not been back in a month. Keep it warm and personal — no selling.
1
SMS — Friendly Check-In
Day 30 — No return visit
Hi [First Name], it's Sin City Diabetics! Just checking in. It's been a little while since your last visit. How are you doing with your supplies? We're here if you need anything. Reply STOP to opt out.
2
Email — Health Reminder (Send 2 days after SMS)
Day 32
Subject: [First Name], how is your diabetes management going?
Preview: Quick check-in from your team at Sin City Diabetics
Preview: Quick check-in from your team at Sin City Diabetics
Hi [First Name],
We hope you are doing well! It has been about a month since we last saw you, and we wanted to check in.
Managing diabetes is a daily commitment, and having the right supplies makes all the difference. Whether you need CGM sensors, test strips, insulin pump supplies, or anything else — we are here to help.
Here is what we can help with:
- Free supply consultations
- Insurance coverage checks
- Same-day pickup for in-stock items
- Ongoing supply management so you never run out
If you have any questions or need to restock, just reply to this email or give us a call at [PHONE NUMBER].
We are always happy to see you.
Warm regards,
The Sin City Diabetics Team
[ADDRESS]
Las Vegas, NV
Phase 2: 60-Day Follow-Up (Soft Value Offer)
Two months without a visit. Time to add a small incentive and provide value.
3
SMS — Soft Offer
Day 60 — No return visit
Hey [First Name]! We miss you at Sin City Diabetics. Stop by this week and we'll throw in a free glucose monitor carry case with any supply pickup. See you soon! Reply STOP to opt out.
4
Email — Educational Content + Offer (Send 2 days after SMS)
Day 62
Subject: 3 tips to simplify your diabetes routine (+ a gift for you)
Preview: Plus a free carry case when you visit this week
Preview: Plus a free carry case when you visit this week
Hi [First Name],
Managing diabetes does not have to feel overwhelming. Here are 3 quick tips our team recommends:
1. Set supply reminders — Running out of test strips or sensors mid-week is stressful. We can help you set up a regular supply schedule so you never have to worry.
2. Check your insurance benefits — Many patients do not realize their plan covers more than they think. We can do a free benefits check for you.
3. Keep a daily log — Even a simple note on your phone tracking your readings helps you and your doctor spot trends faster.
Speaking of making things easier — we would love to see you again. Come in this week and pick up a complimentary glucose monitor carry case on us. No purchase necessary, just our way of saying hi.
Ready to schedule? Call us at [PHONE NUMBER] or just walk in during business hours.
Your team at Sin City Diabetics
Phase 3: 90-Day Re-Engagement (Stronger Offer)
Three months is a critical window. This person may have found another supplier or is neglecting their care.
5
SMS — Stronger Incentive
Day 90 — No return visit
Hi [First Name], it's been a while! Sin City Diabetics here. We'd love to welcome you back with 15% off your next supply order. Just mention "WELCOME BACK" when you visit. Hope to see you soon! Reply STOP to opt out.
6
Email — Personal Outreach + Discount (Send 2 days after SMS)
Day 92
Subject: We have something for you, [First Name]
Preview: A special welcome-back offer just for you
Preview: A special welcome-back offer just for you
Hi [First Name],
We noticed it has been a few months since your last visit, and we wanted to reach out personally.
At Sin City Diabetics, we believe everyone deserves access to the best diabetes management supplies and support. And we want to make it easy for you to get back on track.
That is why we are offering you an exclusive 15% discount on your next supply order. Just mention "WELCOME BACK" when you come in.
Here is what is new since your last visit:
- [Insert any new products, services, or brands you now carry]
- Expanded insurance coverage assistance
- Faster same-day supply fulfillment
Your health matters to us — and managing diabetes is something no one should do alone.
We are here Monday through Saturday. Walk in anytime or call ahead at [PHONE NUMBER].
See you soon,
The Sin City Diabetics Team
P.S. This offer is valid for the next 14 days. We would love to welcome you back.
15% OFF
Welcome Back — Use code "WELCOME BACK" at your next visit
Phase 4: 6-Month Win-Back (Final Attempt)
This is the last automated attempt. Make it personal, emotional, and include the strongest offer.
7
SMS + Email Combo — Win-Back
Day 180 — No return visit
SMS (send first):
[First Name], we haven't seen you in a while and we miss you! We'd love to welcome you back with 20% off your next order + a free consultation. Your health is too important. Come see us: [LINK]. Reply STOP to opt out.
Email (send same day, 2 hours after SMS):
Subject: [First Name], can we help you get back on track?
Preview: 20% off + free consultation — because your health matters
Preview: 20% off + free consultation — because your health matters
Hi [First Name],
It has been about 6 months since we last saw you, and we genuinely hope you are doing well.
We understand that life gets busy, priorities shift, and sometimes managing diabetes can feel like a lot. But here is the thing — it does not have to be.
We are reaching out because we care about your health, and we want to make it as easy as possible for you to get the supplies and support you need.
Here is what we are offering to welcome you back:
- 20% off your next supply order
- A free one-on-one consultation to review your current supplies and insurance coverage
- Priority scheduling so you can get in and out quickly
All you need to do is walk in, call us at [PHONE NUMBER], or reply to this email.
We have been here for you since the beginning, and we are not going anywhere. Let us help you stay on top of your health.
Warmly,
[Staff Name / Owner Name]
Sin City Diabetics
[ADDRESS], Las Vegas, NV
P.S. This special offer expires in 21 days. We would truly love to see you again.
GoHighLevel Setup Guide
Required Custom Fields
- Last Visit Date (Date field) — Updated by staff after each walk-in visit
- Visit Count (Number field) — Tracks total visits
- Patient Status (Dropdown: Active, Inactive, Win-Back, Lost)
Workflow Trigger
- Trigger: "Date-based" on Last Visit Date field
- First action fires 30 days after Last Visit Date
- Add a "Stop on condition" — if Last Visit Date updates (patient returns), stop the entire workflow
- Tag contacts who complete the full 6-month sequence as "Win-Back Attempted" for future reference
Opt-Out Handling
- All SMS messages include "Reply STOP to opt out" (required by TCPA)
- GHL handles SMS opt-outs automatically
- Email unsubscribes are handled by the platform's built-in link
Staff Training Notes
- Front desk must update "Last Visit Date" for every walk-in patient
- Collect email AND phone number at first visit (both are needed for this funnel)
- When a win-back patient returns, update their status to "Active" and reset the workflow
Pro Tip: Track redemption of the "WELCOME BACK" code to measure funnel effectiveness. After 3 months of data, you will know which phase converts best and can optimize messaging.
Expected Performance Benchmarks
SMS Open Rate
95-98%
Industry Average
Email Open Rate
25-35%
Healthcare Average
30-Day Re-Engagement
15-25%
Friendly Nudge Phase
6-Month Win-Back
5-10%
With Discount Offer
Ready to Build in GHL
All copy is written and ready. Set up the workflow in GoHighLevel using the triggers and timing above. Make sure staff is trained to log visit dates for every walk-in.