Between-Session Check-Ins by Specialty: 30 Micro-Templates for Therapists, Nutritionists, and Dentists
30 copy-paste between-session check-in templates organized by specialty and scenario — new patient, relapse, missed homework, post-procedure, anxiety spike. Each takes under 2 minutes to send.
Written by
Dya Clinical Team
Clinical Documentation Experts
You already send check-in emails. Maybe you have a few templates saved somewhere — a post-session follow-up, a general "how are you doing?" message.
But here's the gap: a check-in after a root canal and a check-in after a panic attack are not the same message. Neither is a check-in for a new nutrition client versus a long-term therapy patient who missed their homework.
Generic check-ins feel generic. And patients notice.
This guide gives you 30 specialty-specific micro-templates — organized by scenario — that take under 2 minutes to personalize and send. Copy the one that matches your situation, swap the bracketed text, and hit send.
Why Scenario-Specific Check-Ins Outperform Generic Ones
Research shows that between-session contact strengthens the therapeutic alliance, even when the contact is brief. A 2012 study found that a single phone call between sessions measurably improved the therapist-client relationship when the message encouraged the patient to take an active role in treatment.
But there's a catch. Generic, automated messages can backfire. A 2014 study showed that clients who received routine text messages actually attended sessions less often — likely because the messages felt impersonal.
The difference is specificity. A message that references the patient's actual situation — their procedure, their struggle, their homework — signals genuine attention. A message that could have been sent to anyone signals the opposite.
Scenario-specific templates give you the specificity without the time cost.
How to Use These Micro-Templates
- Find your specialty section below (Therapy, Nutrition, or Dental)
- Match the scenario to your patient's situation
- Replace bracketed text with patient-specific details
- Send within the right window (timing guidance included with each template)
- Keep it short — these are meant to be brief touchpoints, not mini-sessions
Privacy reminder: Never include clinical details, diagnoses, or sensitive information in emails or texts. These templates are intentionally written to be safe if seen by someone other than the patient.
Therapy & Mental Health Templates (1–10)
1. New Patient — After First Session
Subject: Good to connect, [First Name]
Hi [First Name],
I wanted to reach out after our first session. Starting therapy is a meaningful step, and I appreciate the openness you brought.
There's no homework yet — just notice what comes up for you this week. Anything you want to revisit, jot it down and we'll pick it up next time.
See you on [next appointment date].
[Your name]
When to send: 24–48 hours after the intake session.
2. After a Difficult Session
Subject: Checking in, [First Name]
Hi [First Name],
I know we covered some heavy ground in our last session. That kind of work can stir things up in the days after.
If you're feeling unsettled, that's normal — it often means something important is processing. Be gentle with yourself this week.
If anything feels too much, don't wait for our next session — reach out.
[Your name]
When to send: Same day or next morning after an emotionally intense session.
3. Missed Homework / Incomplete Exercise
Subject: Quick check-in before [day]
Hi [First Name],
Just a heads-up before our next session — no pressure on [specific exercise, e.g., "the thought record" or "the journaling prompt"]. If you didn't get to it, that's completely okay.
What's more useful is noticing what got in the way. We can work with that.
See you [day/time].
[Your name]
When to send: 1–2 days before the next session.
4. Anxiety Spike / Crisis Window
Subject: Thinking of you
Hi [First Name],
I wanted to check in. Given what we discussed, this week may be a tough stretch.
A quick reminder: [specific grounding technique, e.g., "the 5-4-3-2-1 exercise" or "the breathing technique we practiced"] is there for you if things feel overwhelming.
If you need to talk before [next session date], let me know and we'll find a way.
[Your name]
When to send: When you anticipate a difficult period based on session content (upcoming anniversary, life event, etc.).
5. Relapse or Setback
Subject: Still in your corner
Hi [First Name],
I know setbacks can feel discouraging. I want you to know that this doesn't erase the progress you've made — it's part of the process, not a failure.
When you're ready, let's look at what happened together. There's usually something useful in it.
Our next session is [date]. If you'd like to come in sooner, I have availability on [date/time].
[Your name]
When to send: As soon as you learn about the setback, or proactively if you anticipate vulnerability.
6. Long Gap Between Sessions
Subject: Reconnecting before [date]
Hi [First Name],
It's been a little while since our last session, and I wanted to touch base before we meet again on [date].
No need to prepare anything specific. But if something's been on your mind, feel free to jot it down so we can make the most of our time together.
Looking forward to catching up.
[Your name]
When to send: 3–5 days before the session when there's been a gap of 3+ weeks.
7. After Introducing a New Coping Strategy
Subject: How did [technique] go?
Hi [First Name],
Wanted to check in on [specific technique, e.g., "the progressive muscle relaxation" or "the worry time exercise"] we introduced last session.
Were you able to try it? No judgment either way — early feedback helps me know if we should adjust or stay the course.
[Your name]
When to send: 5–7 days after the session.
8. Couples/Family Therapy — Mid-Week
Subject: A thought for the week
Hi [First Name] and [Partner Name],
A quick note between sessions. This week, try to notice one moment where your partner does something you appreciate — even something small. Mention it to them when it happens.
That's it. No big exercises, just one observation.
See you both on [date].
[Your name]
When to send: Mid-week between sessions.
9. Therapy Milestone Check-In
Subject: Looking back at where you started
Hi [First Name],
We've been working together for [timeframe] now, and I wanted to take a moment to acknowledge that.
Before our next session, it might be worth reflecting: what feels different now compared to when we started? Even small shifts count.
We'll talk more about this on [date], but I wanted to plant the seed.
[Your name]
When to send: At natural milestones (3 months, 6 months, end of a treatment phase).
10. Session Frequency Transition
Subject: Adjusting our rhythm
Hi [First Name],
As we discussed, we're shifting to [new frequency, e.g., "every two weeks"]. This is a positive step — it reflects the work you've done.
Between sessions, continue with [specific practice]. And if anything comes up that feels urgent, you can always reach out.
Next session: [date].
[Your name]
When to send: After the session where you agreed to change frequency.
Nutrition & Dietetics Templates (11–20)
11. New Client — After First Consultation
Subject: Great to meet you, [First Name]
Hi [First Name],
Thanks for our first session. I know there's a lot of information to digest (no pun intended).
For this first week, focus on just one thing: [specific starting point, e.g., "tracking your water intake" or "adding a protein source to breakfast"]. We'll build from there.
If any questions come up, don't hesitate to reach out.
[Your name]
When to send: 24–48 hours after the initial consultation.
12. Meal Plan Check-In (Week 1)
Subject: How's the first week going?
Hi [First Name],
Quick check-in on the plan we put together. A few things I'm curious about:
- Were the meals realistic for your schedule?
- Anything feel too complicated or not satisfying enough?
- How's [specific focus, e.g., "the snack timing" or "the portion sizes"] working in practice?
Even a one-line answer helps me fine-tune things for you.
[Your name]
When to send: 5–7 days after providing a new meal plan.
13. Missed Dietary Goals / Off-Track Week
Subject: Quick reset before [day]
Hi [First Name],
No judgment here — everyone has off weeks. What matters isn't the slip, it's what we learn from it.
Before our next session, think about: was it a planning issue, a stress response, or just a busy week? Knowing the "why" helps us build a plan that actually fits your life.
See you on [date].
[Your name]
When to send: When the patient self-reports going off-plan, or 1–2 days before the next session.
14. Weight or Measurement Plateau
Subject: Checking in on progress
Hi [First Name],
I know plateaus can be frustrating, especially when you're doing the work. I want you to know that this is a normal part of the process — it doesn't mean the plan isn't working.
Let's review what's happening at our next session. In the meantime, keep doing what you're doing — consistency matters more than the scale on any given week.
[Your name]
When to send: When you anticipate frustration based on recent measurements or patient comments.
15. Post-Lab Results Follow-Up
Subject: Your recent results — let's talk
Hi [First Name],
I've had a chance to look at your recent [lab work / blood panel / test results]. There are some things I'd like to discuss and potentially adjust in your plan.
No cause for alarm — this is exactly why we monitor. We'll go over everything in detail at our next session on [date].
If you have questions before then, feel free to reach out.
[Your name]
When to send: Within 48 hours of receiving lab results.
16. Behavioral Goal Check-In
Subject: How's [specific habit] going?
Hi [First Name],
Just checking in on [specific behavior, e.g., "eating without screens at lunch" or "the evening snack swap"].
Remember, we're aiming for consistency, not perfection. Even 3–4 days out of 7 is real progress.
How's it feeling so far?
[Your name]
When to send: 5–7 days after setting a behavioral goal.
17. Special Event or Holiday Pre-Check
Subject: Quick thought before [event/holiday]
Hi [First Name],
I know [event, e.g., "the holidays" or "your vacation" or "the wedding weekend"] is coming up. A reminder: one meal or one weekend doesn't undo weeks of work.
My suggestion: enjoy it, stay roughly mindful, and we'll recalibrate after. No guilt needed.
Talk soon,
[Your name]
When to send: 3–5 days before a known event that could trigger dietary anxiety.
18. Supplement or Medication Adjustment
Subject: Checking in on the change
Hi [First Name],
It's been [timeframe] since we adjusted [specific supplement or dietary medication]. How are you feeling?
Anything different — energy levels, digestion, sleep — is useful information. Even "no change" is good to know.
We'll review at our session on [date].
[Your name]
When to send: 1–2 weeks after a supplement or dietary adjustment.
19. Emotional Eating Episode
Subject: No judgment — just checking in
Hi [First Name],
I appreciate you being honest about [the difficult stretch / the tough week]. Emotional eating is a signal, not a failure. It's telling us something about what you're going through.
Before our next session, try this: next time you feel the urge, pause for 30 seconds and ask yourself what you're actually feeling. Write it down if you can. We'll work with whatever comes up.
[Your name]
When to send: After a patient discloses emotional eating, within 24–48 hours.
20. Long-Term Client Maintenance Phase
Subject: Maintenance check-in
Hi [First Name],
It's been [timeframe] since we transitioned to maintenance. How are things holding up?
A few quick questions:
- Are your habits feeling sustainable?
- Any areas where you're slipping back into old patterns?
- Anything you'd like to adjust?
Even a brief reply helps me know if we need to schedule a tune-up session.
[Your name]
When to send: Monthly during the maintenance phase.
Dental & Clinical Procedure Templates (21–30)
21. New Patient — After First Visit
Subject: Welcome to the practice, [First Name]
Hi [First Name],
It was great meeting you at your first appointment. I hope the experience was comfortable and that we addressed your initial concerns.
If you have any questions about the findings we discussed or next steps, don't hesitate to reach out. We're here to help.
Your next appointment is on [date]. Looking forward to seeing you again.
[Your name / Clinic name]
When to send: Same day or next business day after the first visit.
22. Post-Extraction Check-In
Subject: How are you feeling after [day]'s procedure?
Hi [First Name],
Just checking in after your extraction. By now, some soreness and minor swelling is normal.
Quick reminders:
- Stick to soft foods for the next [timeframe]
- Avoid using a straw (suction can disturb the healing site)
- Gentle saltwater rinses can help
If you notice heavy bleeding, increasing pain, or fever, call us right away at [phone].
[Your name / Clinic name]
When to send: 24 hours after the extraction.
23. Post-Root Canal Follow-Up
Subject: Checking in after your treatment
Hi [First Name],
I wanted to see how you're doing after the root canal. Some sensitivity for a few days is expected, especially when biting down.
Over-the-counter pain relief should help. If the discomfort increases rather than decreases after day 3, please call us at [phone].
Remember: the temporary [filling/crown] needs to be treated gently until your follow-up on [date].
[Your name / Clinic name]
When to send: 24–48 hours after the procedure.
24. Orthodontic Adjustment Check-In
Subject: How's everything feeling?
Hi [First Name],
Just a quick check after your adjustment on [date]. Some tightness and soreness for 2–3 days is completely normal.
Soft foods and cold drinks can help with the discomfort. If a bracket feels loose or a wire is poking, call us and we'll get you in quickly.
Next adjustment: [date].
[Your name / Clinic name]
When to send: Day after the adjustment.
25. Post-Whitening Care
Subject: Getting the most from your whitening
Hi [First Name],
Hope you're enjoying the results! For the next 48 hours, your teeth are more susceptible to staining, so try to avoid:
- Coffee, tea, red wine
- Dark sauces and berries
- Tobacco
Some sensitivity is normal and should fade within a day or two. If it persists, let us know.
[Your name / Clinic name]
When to send: Same day, a few hours after the procedure.
26. Crown or Bridge Delivery Follow-Up
Subject: How's the new [crown/bridge] feeling?
Hi [First Name],
Now that you've had a day with your new [crown/bridge], I wanted to check in. Pay attention to:
- Does your bite feel even?
- Any sharp edges catching your tongue or cheek?
- Sensitivity to hot or cold?
Minor adjustments are completely normal — if anything feels off, we can fix it in a quick visit. Don't wait for it to "settle" if the bite doesn't feel right.
[Your name / Clinic name]
When to send: 24–48 hours after delivery.
27. Periodontal Treatment Follow-Up
Subject: After your deep cleaning — what to expect
Hi [First Name],
Checking in after your scaling and root planing. Your gums may feel tender and bleed slightly for a few days — this is normal and will improve.
The most important thing right now: gentle but consistent brushing and flossing, even if there's minor discomfort. This is when good habits make the biggest difference.
Your follow-up is scheduled for [date]. Call us at [phone] if you have concerns before then.
[Your name / Clinic name]
When to send: 24 hours after the procedure.
28. Missed or Overdue Recall Appointment
Subject: It's been a while, [First Name]
Hi [First Name],
We noticed it's been [timeframe] since your last visit. Life gets busy — we understand.
Regular check-ups help us catch small issues before they become bigger (and more expensive) ones. If you'd like to schedule, you can [reply to this email / call us at phone / book online at link].
We'd love to see you again.
[Your name / Clinic name]
When to send: When a patient is 1+ month overdue for a scheduled recall.
29. Post-Implant Surgery Check-In
Subject: How's recovery going?
Hi [First Name],
It's been [timeframe] since your implant placement, and I wanted to check in.
By now, the initial swelling should be subsiding. Here's what to watch for:
- Gradual improvement in comfort (not worsening)
- No persistent bad taste or discharge
- The area around the implant staying clean
If anything doesn't feel right, don't wait — call us at [phone]. Otherwise, we'll see you for your follow-up on [date].
[Your name / Clinic name]
When to send: 3–5 days post-surgery.
30. Night Guard / Appliance Adjustment
Subject: How's the [night guard/appliance] working?
Hi [First Name],
You've had your [night guard/retainer/appliance] for about a week now. A few things I'd like to know:
- Are you wearing it consistently?
- Any sore spots or discomfort?
- Does it feel like it fits properly?
Most appliances need a minor adjustment after the first week of wear. If something's off, come in and we'll fine-tune it — it should be comfortable enough that you forget it's there.
[Your name / Clinic name]
When to send: 7–10 days after delivery of the appliance.
Turning 30 Templates Into a Sustainable System
Having templates is the first step. The harder part is actually sending them consistently, across every patient, every clinician, every week.
Here's where most clinics fall apart:
- Clinician A sends check-ins religiously. Clinician B forgets every time. Patients notice the difference.
- Check-ins get skipped during busy weeks — which are usually when patients need them most.
- There's no system for knowing which template to send when. It lives in someone's head.
The fix: tie check-ins to your documentation workflow
When your post-consultation workflow already captures what happened in the session — the plan, the next steps, the key concerns — generating the right check-in becomes automatic. The session content determines the template. The timing is preset. The clinician doesn't have to remember anything.
The result:
- Every patient gets the right check-in at the right time, regardless of which clinician they saw
- Busy weeks don't create communication gaps
- New clinicians deliver the same follow-up quality as experienced ones from day one
Quick Reference: Which Template, When?
| Scenario | Therapy | Nutrition | Dental |
|---|---|---|---|
| New patient / first visit | #1 | #11 | #21 |
| After a difficult or intense session | #2 | #19 | — |
| Missed homework / off-plan week | #3 | #13 | — |
| Anticipated difficult period | #4 | #17 | — |
| Relapse or setback | #5 | #14 | — |
| Long gap between sessions | #6 | #20 | #28 |
| After introducing new technique/plan | #7 | #12, #16 | — |
| Couples / family context | #8 | — | — |
| Milestone or progress review | #9 | #15 | — |
| Frequency change / maintenance | #10 | #20 | — |
| Post-procedure (same day – 48h) | — | #18 | #22–27, #29 |
| Appliance or device follow-up | — | — | #30 |
The Bottom Line
Generic check-ins are better than no check-ins. But scenario-specific check-ins — matched to what actually happened in the session — are what build real trust and drive real adherence.
The 30 templates above cover the situations you'll encounter most often across therapy, nutrition, and dental practice. Copy the ones you need, personalize them in under 2 minutes, and send.
Better yet: build them into a system so they happen automatically, consistently, for every patient.
Your patients remember how you followed up between sessions. Make it count.
Want to automate post-session check-ins based on what actually happened in the consultation? See how Dya generates follow-up sequences from your session notes →
Sources
- The Value of Between-Session Therapy — SimplePractice — Research on how unscheduled contact strengthens the therapeutic alliance, including the 2012 study on between-session phone calls and the 2014/2017 studies on text-message support.
- The Therapeutic Relationship Between a Client and Dietitian — PMC — Systematic integrative review on how rapport, connection, and between-session engagement affect treatment adherence in nutrition counseling.
- How to Improve Nutrition Counseling Follow-Up Sessions — Healthie — Practical strategies for dietitians on between-session check-in frequency and client engagement.
- The Complete Guide to HIPAA-Compliant Therapist Texting — Emitrr — Guidelines for secure between-session messaging, consent requirements, and template approaches for therapists.
- SMS Templates to Boost Your Dental Practice — Emitrr — Post-procedure follow-up messaging templates and best practices for dental patient communication.
- 55 Dental Office Text Messaging Templates — Textline — Comprehensive collection of dental patient communication templates including post-treatment check-ins.
- Keep Engaging That Ongoing Nutrition Client — Grow Your Nutrition Business — Strategies for maintaining client engagement between nutrition sessions.
- Text & SMS Message Templates for Counselors and Therapists — Appointment Reminder — Ready-to-use between-session text templates for mental health professionals.
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