Email Template
About To Ship Email
Subject : We’re getting your order ready
Hello Jane, We’re getting your order ready! We’ll email you tracking info when your medication has shipped. Feel free to reach out with any questions via the member portal or by emailing us at support@mindscaperx.com .
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Account Created Email
Subject : Access Your Mindscape Portal
Hi Jane, You’ve successfully created your Mindscape account. We’re glad you’re here! Visit your member portal anytime to complete your sign-up or check your appointment status. If approved, you’ll find your subscription, order, and shipping details inside.
Questions? Contact us at support@mindscaperx.com.
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Appointment Cancel Email
Subject : Appointment cancellation
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Hello Jane Your telehealth appointment has been cancelled. To schedule a new appointment, please visit the Mindscape Member Portal . You may also reach out to us at support@mindscaperx.com if you need anything before your appointment.
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Appointment Confirmation Email
Subject : Your appointment has been scheduled
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Hello Jane! Your telehealth appointment is confirmed for Wednesday, November 19, 2025 at 2:00 PM EST.
Here is your link to join:
Please sign in a little early to avoid any tech delays. Please review the attached information about our medication tiers and form options, so you can discuss with your provider.
Please Note Our Policy: Feel free to reach out to us at support@mindscaperx.com if you need anything before your appointment. We look forward to seeing you!
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Appointment ID Cancel Email
Subject : Appointment cancellation
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Hello Jane! We have cancelled your telehealth appointment because ID verification failed! To re-schedule a new appointment, please visit the Mindscape Member Portal . You may also reach out to us at support@mindscaperx.com if you need anything before your appointment.
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Appointment Rejected By Doctor Email
Subject : Appointment Rejected by Doctor
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Hello Admin User, We wanted to inform you that Dr. Smith has rejected the following appointment:
Patient Name: Michael Scott
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Appointment Rejection Email
Subject : A message from Mindscape
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Hello Jane, We appreciate your interest in Mindscape. Unfortunately, your medical consultant has informed us that ketamine therapy isn’t recommended due to your health profile. Because you’re medically ineligible for our program, we’ll refund your payment in full, within 7 business days. We want you to know that our providers take your safety seriously. This decision was made to protect you from any potential adverse effects associated with ketamine treatment. We encourage you to explore other options to help manage depression and anxiety symptoms. If you need immediate support, please call or text 988 to connect with a crisis counselor specializing in suicide and other mental health concerns. If your medical circumstances change in the future, and you’d like to be reevaluated for our program, please reach out to us at support@mindscaperx.com .
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Appointment Reminder Email
Subject : Your appointment is starting soon
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Your telehealth appointment at Wednesday, December 18, 2025 at 4:30 PM EST starts in one hour.
Here is your link to join:
Please sign in a little early to avoid any tech delays. We look forward to seeing you!
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Appointment Reschedule Email
Subject : Appointment rescheduled by Admin.
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Hello Jane! Your telehealth appointment has been changed to Friday, January 3, 2026 at 1:00 PM EST.
Here is your link to join:
Please sign in a little early to avoid any tech delays. We’ve attached a document with information about nasal and oral medication administration to help you choose the best method for your needs. Please read this over and let your provider know which plan you prefer. Feel free to reach out to us at support@mindscaperx.com if you need anything before your appointment. We look forward to seeing you!
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Appointment Creation Failure Email
Subject : [Alert] Appointment Creation Failed for Patient ID: PAT-7890
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⚠️ Appointment Creation Failed The system encountered an error while attempting to create an appointment for the following patient: Patient ID: PAT-7890 Subscription ID: SUB-20251119 Next Billing Date: 2026-01-01 Error Message: API timeout during provider calendar sync. Please log in to the Provider Portal to investigate and take appropriate action.
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Dosage Change Approval Email
Subject : Your Dosage Change Request Has Been Reviewed
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Your Dosage Change Request Has Been Approved Hi Jane, Great news! Your dosage change request has been reviewed and approved by your provider. The updated dosage will be reflected in your next shipment. You can view your updated plan and shipment details by logging into the Patient Portal . If you have any questions or need further assistance, feel free to reach out through the portal.
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Dosage Change Cancelled
Subject : Dosage Change Cancelled
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Hi Jane, You’ve successfully cancelled your appointment. To make medication changes, you must schedule a short visit with your provider within 5 days of your upcoming refill. To reschedule, please resubmit your request. If you're unable to schedule before your upcoming refill, you must resubmit your request after that refill is complete. Please reach out with any questions at support@mindscape.com or via the member portal .
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Dosage Change Confirmed
Subject : Dosage Change Confirmed
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Hi Jane, Good news! Your provider has approved your plan change request. These changes will take effect with your upcoming refill, processing on Monday, February 10, 2026. Please follow your provider’s instructions for your new protocol. If you have questions about your order, please contact us at support@mindscape.com or via the member portal .
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Dosage Change Initiated
Subject : Dosage Change Initiated
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Hi Jane, We’ve received your request to adjust your plan. Your appointment is scheduled for Tuesday, February 25, 2026 at 3:00 PM EST. Please use the following link to sign in to your telehealth appointment: https://mindscaperx.com/join/dosage-change-appointment Please log on a little early in case you encounter any technical difficulties. Important: You may reschedule your appointment within 5 days of your upcoming refill, subject to provider availability. If you must cancel your appointment, your plan won’t be adjusted. To make changes, you’ll need to resubmit your request after your upcoming refill is complete. To reschedule or cancel, visit the member portal .
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Dosage Change Rejection Email
Subject : Your Dosage Change Request Has Been Reviewed
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Your Dosage Change Request Was Not Approved Hi Jane, We appreciate your request to modify your dosage plan. After careful review, your provider has decided not to approve the change at this time. Reason Provided: The current dosage has not been maintained for the required 90-day period. This decision may be based on clinical guidelines, safety considerations, or your current treatment plan. If you’d like to discuss this further or explore alternative options, we encourage you to reach out through the portal.
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Driving License Validation in Progress
Subject : We’re setting up your appointment
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Hi Jane, You’re scheduled for Monday, March 10, 2026 at 11:00 AM EST. We’re completing a quick verification on our end. Your Zoom link will arrive within 24 hours via email and text. No action is needed.
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Driving License Manual Verify Internal Email
Subject : Manually Verify Driving License for Below Patient
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Driving License Verification Required The following user requires manual Driving License verification in Prescribery:
Name: John Doe
Please review and verify the Driving License details manually in the Prescribery system. You can log in to Prescribery Dashboard to complete this verification.
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Empower Refill Request Email
Subject : [Refill Request] Authorization Needed for Patient Medication – LifeFile ID 12345
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Refill Request – Medication Authorization Please find below the details for a refill request submitted via the Mindscape portal: Clinic Name: Mindscape Austin Clinic Provider Name: Dr. Evelyn Reed Patient Name: Michael J. Fox Date of Birth: 6/9/1961 LifeFile ID: 123456 Refill Number / Order ID: RFL-98765 Requester: Jane Doe (Staff) Please proceed with the refill authorization as appropriate. Let us know if any additional information is required. Thank you, |
Medication Delivered Email
Subject : Order delivered
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Hello Jane, We want you to know your medication was delivered on Friday, March 21, 2026 via FedEx. Delivery details:
Jane
Feel free to reach out with any questions via the member portal or by emailing us at support@mindscaperx.com .
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Membership Approved Email
Subject : Congratulations! You’ve been approved!
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Hello Jane! Congratulations! You’ve been approved for ketamine therapy with Mindscape.Your prescription is being processed. We’ll email you with delivery dates and tracking info when your medication has been shipped. You can also find information about your plan, refills, and shipments in the member area. Feel free to reach out with any questions via the member portal or by emailing us at support@mindscaperx.com .
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No Show Cancellation Email
Subject : No Show Policy
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Hello Jane! We’re sorry you missed your appointment. Because cancellations within 24 hours and no-shows still incur costs from your provider, a $75 fee has been charged to your card on file. If you believe this charge was applied in error, please contact support. Member Portal . You may also reach out to us at support@mindscaperx.com if you need anything before your appointment.
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Order Shipment Details Email
Subject : Your order has been shipped!
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Hello Jane! Great news! Your order has been processed and shipped via FedEx. Order Details Order ID: MS-ORD-54321 Item: Ketamine Troches (100mg) Shipping Information Tracking Number: FEDEX-987654321
Shipping Address:
Your medication is on its way! You'll receive email notifications when your package is out for delivery and when it's been delivered. Feel free to reach out to us at support@mindscaperx.com if you have any questions about your order or delivery. Thank you for choosing Mindscape!
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OTP Email
Subject : Confirm your email
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Your verification code is: 123456 This code will expire shortly. Please do not share this code with anyone. If you did not request this code, please ignore this email. |
Out For Delivery Email
Subject : Your medication is out for delivery!
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Hello Jane! Great news! Your medication is out for delivery and should arrive today. What to expect:
• Your package will be delivered by the end of today
Feel free to reach out to us at support@mindscaperx.com if you have any questions about your delivery.
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Pharmacist New Order Email
Subject : [Refill Authorization] New Mindscape Refill Available in Portal – Order #ORD-998877
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Hi Partell Team, A new refill is ready to be fulfilled in the Mindscape pharmacy portal. Payment has been confirmed and the shipping label has been generated. Order ID: #ORD-998877 Medication: Ketamine Nasal Spray (50mg) Please log into the portal to access the new label(s) and fulfill the corresponding order(s).
⚠️ Do not fulfill any refill unless this email is received. This ensures payment has cleared and subscription is active. ⚠️ It is imperative that only the Mindscape-generated FedEx label is used for shipment. If another label is used, Mindscape loses visibility into tracking and fulfillment status—causing incorrect status displays in the patient portal and increasing support requests to both teams. ⚠️ Please click the "Label Printed" button next to the patient's name in the portal after printing the label. This confirms to our system that the order is being processed and this is communicated to patient.
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Referral Email
Subject : Jack referred you — enjoy 20% off your first month
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If the mental noise never seems to stop, you don’t have to keep pushing through it. Mindscape coordinates safe, at-home ketamine therapy with trusted providers and pharmacies, guiding you to reconnect with yourself. It’s about making room to breathe again, quieting the noise, and finding fast relief that leads to lasting change. Because Sarah Connor referred you, you’ll receive 20% off your first month when you create an account and schedule your consultation. Your Referral Code MIND-JANE20
Use your referral code above during signup to unlock your exclusive 20% discount on your first month! We look forward to seeing you!
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Refill Shipped Email
Subject : Your order has shipped
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Hi Jane, Your medication has shipped! Track your order here: https://app.mindscaperx.com/dashboard/orders/shipped-abc12345 Feel free to reach out with any questions via the member portal or by emailing us at support@mindscaperx.com .
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Reset Password Email
Subject : Reset Your Password
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Hi Jane, Someone recently requested a password change for your Mindscape account. If this was you, you can set a new password here:
If you don't want to change your password or didn't request this, just ignore and delete this message. To keep your account secure, please don't forward this email to anyone. This password reset link will expire in 1 hour.
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Sign Up Welcome Email
Subject : Welcome to Mindscape! Schedule your consultation.
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Hello Jane! You’ve just taken an incredible step toward greater happiness and balance in your life. We’re excited to be a part of your journey! Sign in to your account to schedule your initial consultation.
After you select a convenient time, you’ll receive an email with a telehealth link. We look forward to seeing you!
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Support Email
Subject : Support Request – General Enquiry
A new support request has been submitted. Please review the request below:
Patient Name: John Doe
Type: General Inquiry
Comment: The patient is experiencing mild symptoms and needs assistance.