RCHM New Practitioner Scheme
The New Practitioner Scheme is designed to accompany graduates through their first years of practice, offering structure, support, and a sense of belonging within the RCHM community. While graduates may opt out if they choose, almost all continue with the scheme as they establish themselves in independent practice.
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This phase begins when a graduate transitions from student status to full membership. Invitations, follow-ups, and the welcome email ensure every new practitioner is warmly received, their membership is activated, and they are introduced to the scheme with clarity, encouragement, and practical next steps.
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The first year of practice can feel full of questions and new experiences. The welcome sequence provides twelve monthly emails, each pointing to a resource, connection, or reflection. The rhythm is steady and collegiate, helping practitioners stay supported without pressure while discovering the breadth of RCHM resources.
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As practitioners complete their second year, the scheme helps them prepare for the next stage of their professional journey. This phase supports reflection on learning, supervision records, and CPD, while guiding members toward full membership responsibilities with confidence and continuity.
Communications Strategy
Purpose of the NPS
The New Practitioner Scheme (NPS) is designed to support graduates as they transition into independent practice, ensuring they feel welcomed, resourced, and connected within the RCHM community. The scheme provides structure without assessment, guidance without hierarchy, and continuity that affirms each practitioner as a valued colleague.
The intention is to:
Offer a warm and collegiate welcome into full RCHM membership.
Provide ongoing contact during the early years of practice, when confidence is still forming.
Support practitioners with supervision, safety, CPD, and community.
Ensure a seamless transition from graduation into full membership, with no abrupt thresholds.
While graduates may opt out of the NPS, in practice almost all choose to participate as they establish themselves in the profession.
Structure of the Scheme
The NPS runs across three phases:
Phase One – Onboarding
From graduation notification through to confirmed membership, onboarding ensures no graduate falls through the cracks. Invitations, follow-ups, and a formal welcome email activate membership, introduce the NPS, and provide initial orientation. Airtable and Mailchimp workflows ensure every step is logged and consistent.
Phase Two – Welcome Sequence
The first twelve months are supported through a steady rhythm of monthly emails. Each message is short, collegial, and points to a specific resource: profile visibility, supervision, safety briefs, CPD, practice resources, and community groups. The intention is to normalise contact without overwhelming, creating a sense of belonging and ongoing support.
Phase Three – Transition
As practitioners complete two years in the scheme, Phase Three gently closes their NPS record and affirms their place as continuing full members of the RCHM. The sequence includes a practical invitation to submit supervision documentation and two collegial touchpoints that highlight ongoing resources and CPD. The emphasis is on continuity, not graduation.
Tone and Intention
The NPS avoids any sense of hierarchy between practitioner and institution. Every communication is written adult-to-adult, collegial, and supportive, affirming graduates as qualified practitioners already contributing to the profession.
The communications are:
Warm: welcoming, encouraging, human.
Professional: clear, reliable, and consistent.
Collegial: written peer-to-peer, not top-down.
Invitational: offering resources and connection, leaving agency with the practitioner.
The tone is designed to build confidence, not dependency, and to reinforce the practitioner’s sense of belonging in the RCHM community.
Operational Framework
Systems: Mailchimp automations deliver phased email sequences. Airtable tracks status, timelines, and completion.
Responsibilities: The Office Manager oversees daily operation; Council/CEO provide updated content and strategic oversight.
Review Cycle: All content (SOPs, emails, resources) is reviewed annually in July, ahead of main graduation intake.
Reporting: Mailchimp open/click rates reviewed quarterly; Airtable data used to confirm uptake and completion.
Outcomes and Measures of Success
Graduates feel welcomed and recognised as professional colleagues.
Practitioners remain engaged and connected in their first two years.
Supervision records are consistently submitted, and membership transitions are seamless.
The RCHM community grows in cohesion, with new practitioners integrated smoothly into the wider professional body.
New Practitioners - Onboarding
Invitation email
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SOP: Sending the First Invitation to Join as a New Practitioner
Purpose
To ensure new graduates are warmly and consistently welcomed into the RCHM and invited to join as full members, with clear explanation of the New Practitioner Scheme (NPS) and membership fees.Scope
This SOP applies to all staff responsible for membership communications with new graduates following graduation notification.Responsibilities
Office Manager: Sends the invitation email within 5 working days of receiving graduation confirmation from the college.
Ensures the email template is kept current with correct links, fee amounts, and NPS details.
Updates membership database to track invitations sent.
Procedure
Confirm Graduate Status
Check graduation notification from the approved college.
Confirm graduate is no longer listed as a student member in the database.
Prepare Invitation Email
Use the approved Graduate Invitation to Join Email template (below).
Personalise with graduate’s name and adjust salutation.
Confirm GoCardless Direct Debit link is correct and active.
Send Email
Send from the official RCHM membership email address.
Do not attach internal NPS documents at this stage.
Record-Keeping
Log invitation in the membership database.
Store a copy of the sent email in the membership communications folder.
Review
This SOP should be reviewed annually in July ahead of main graduation periods.
Update if NPS structure, membership fees, or payment links change.
Outcome
Graduates receive a professional, supportive invitation that welcomes them into the RCHM community and clearly sets out the next steps for membership activation. -
This email is the first formal communication from the RCHM to new graduates after confirmation that their student status has ended. Its role is to welcome them into the profession and invite them into full membership in a way that is both affirming and practical.
The intention is to:
Recognise and congratulate the graduate on their achievement.
Affirm their professional status as ready to practise.
Introduce the RCHM community as a supportive and credible professional home.
Provide clear, actionable steps for activating membership (Direct Debit link).
Explain the benefits of membership in broad, accessible terms.
Introduce the New Practitioner Scheme (NPS) as an option, framed as support rather than assessment.
Ensure transparency about fees and choices, while emphasising equality of status on the public register.
The tone is deliberately:
Warm and collegial – welcoming graduates as peers.
Professional – conveying the authority and trustworthiness of the RCHM.
Reassuring – emphasising support during the transition to independent practice.
Clear and transparent – fees, processes, and options explained without ambiguity.
The outcome is that graduates feel:
Proud of their new professional status.
Welcomed into the RCHM as part of the profession.
Informed about the practical steps needed to join.
Supported in choosing the NPS, without feeling pressured.
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Subject: Re: Applying for membership as a new practitioner (oversea)
Dear [First Name],
Congratulations on your graduation and welcome to the profession!
As you take this next step in your career, we warmly invite you to transition from Student Member to Full Member of the Register of Chinese Herbal Medicine.
Full membership offers continued access to our trusted professional community, including:
Recognition as a qualified practitioner listed on the public RCHM Register
Access to CPD events, professional updates, and peer support
Ongoing guidance on ethical and safe practice
Exclusive resources to support your clinical development
By becoming a Full Member, you continue your journey with the RCHM community, committed to maintaining the highest standards in Chinese Herbal Medicine and working collectively to promote its safe and effective use in the UK.
The first step is in setting up your payment via direct debit, which you can find here:
👉 [Insert GoCardless link]Once this has been set up, we will migrate your membership to Graduate membership on the New Practitioner Scheme (NPS), which attracts significant discounts on membership fees. Your first payment of £30 will be processed in October 2025, with a quarterly fee of £60 during 2026.
We will send full details of your membership once it has been set up, including more information about the NPS. If you prefer not to take part in the support offered through the NPS and instead opt straight into full membership, the full membership fee will apply. Please note there is no difference on entries to the public RCHM Register for graduates on the NPS or those who opt out.
We’re here to support you as you establish and grow your practice. If you have any questions about the transition process, we’re happy to help.
With warm regards,
RCHM Office
Follow up
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SOP: Sending a Follow-Up Email to Graduates Who Have Not Yet Joined
Purpose
To ensure graduates who have received their invitation to join but have not yet activated membership are contacted with a warm, professional reminder, encouraging them to take the next step without pressure.Scope
This SOP applies to staff responsible for graduate membership communications.Responsibilities
Office Manager:
Reviews graduate status 2–3 weeks after the initial invitation.
Sends the follow-up email if membership has not been activated.
Records communication in the membership database.
Procedure
Check Graduate Status
Confirm via database that no Direct Debit has been set up and no membership is active.
Prepare Follow-Up Email
Use the approved Graduate Follow-Up Email template (below).
Personalise with graduate’s name.
Confirm GoCardless link is current.
Send Email
Send from the official RCHM membership account.
No attachments — just the link and invitation.
Record-Keeping
Log follow-up in membership database.
Save a copy of the sent email in the communications folder.
Review
Review this SOP annually in July.
Update if fees, payment links, or NPS structure change.
Outcome
Graduates receive a professional, supportive reminder that keeps the door open to joining, emphasising the benefits of membership while respecting their agency. -
Intention Behind the Follow-Up Email
This email is intended as a gentle nudge for graduates who may be undecided, busy, or unsure about joining. The purpose is to:
Keep the invitation warm and collegial, not administrative or pushy.
Reassure them that RCHM membership is both valuable and flexible.
Emphasise that the NPS is support, not assessment.
Provide a clear and easy pathway (Direct Debit link).
The tone is professional and respectful, recognising that graduates are already qualified practitioners. It reaffirms benefits without pressure, leaving the graduate feeling welcomed and encouraged rather than chased.
The intention is to:
Recognise and congratulate the graduate on their achievement.
Affirm their professional status as ready to practise.
Introduce the RCHM community as a supportive and credible professional home.
Provide clear, actionable steps for activating membership (Direct Debit link).
Explain the benefits of membership in broad, accessible terms.
Introduce the New Practitioner Scheme (NPS) as an option, framed as support rather than assessment.
Ensure transparency about fees and choices, while emphasising equality of status on the public register.
The tone is deliberately:
Warm and collegial – welcoming graduates as peers.
Professional – conveying the authority and trustworthiness of the RCHM.
Reassuring – emphasising support during the transition to independent practice.
Clear and transparent – fees, processes, and options explained without ambiguity.
The outcome is that graduates feel:
Proud of their new professional status.
Welcomed into the RCHM as part of the profession.
Informed about the practical steps needed to join.
Supported in choosing the NPS, without feeling pressured.
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Subject: A Warm Reminder – Join the RCHM as a New Practitioner
Dear [First Name],
I hope this message finds you well, and that you are enjoying your first steps as a newly qualified practitioner.
A little while ago we invited you to join the Register of Chinese Herbal Medicine (RCHM) as a full member. We wanted to follow up in case you have not yet had the chance to complete the process.
By joining the RCHM, you will:
Be listed on the public RCHM Register as a recognised practitioner.
Have access to CPD events, professional updates, and peer support.
Benefit from ongoing guidance on safe and ethical practice.
Take part in the New Practitioner Scheme, designed to support you with supervision and community as you establish your practice.
To activate your membership, simply set up your Direct Debit here:
👉 [Insert GoCardless link]We would be delighted to welcome you into the professional community and to support you in these early years of practice. If you have any questions about joining, please don’t hesitate to get in touch.
With warm regards,
RCHM Office
Response to enquiries from Graduates regarding the scheme prior to signing up
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SOP: Responding to Graduate Enquiries about the New Practitioner Scheme (NPS)
Purpose
To ensure that enquiries from newly qualified graduates who have not yet signed up to the NPS are answered consistently, warmly, and professionally, with information appropriate to their statusScope
This SOP applies to all staff responding to graduate enquiries about the NPS prior to sign-up.
Responsibilities
Office Manager: Responds to enquiries using the approved template, adapting only the salutation and closing as needed.
Ensures the template is kept up to date with current NPS details and reviewed whenever the NPS is reviewed.
Procedure
Identify the Enquiry
Confirm that the person contacting is a new graduate who has not yet signed up for RCHM membership or the NPS.
Ensure they are not already on the membership database as active or pending.
Use the Approved Template
Send the Graduate Pre-Sign-Up Email – NPS Introduction.
Personalise with the graduate’s name.
Maintain the standard format:
Thank you for being in touch
Recognition of early practice challenges
Clear but high-level introduction to the NPS (focus on support, supervision, confidence-building)
Clarification that full details are provided once graduates sign up
Professional closing: “If I can be of any further assistance, please do let me know.”
Do Not Attach Documents
Full supervision guidelines, log templates, or internal documents are only sent once a graduate has signed up.
For pre-sign-up enquiries, share only the summary information in the approved email.
Tone and Content Requirements
Affirm the graduate as a qualified practitioner.
Position the NPS as a supportive framework, not an assessment.
Keep the message warm and collegial, while professional and concise.
Record-Keeping
Note in the graduate enquiry log that an NPS information response was sent.
Store a copy of the outgoing email in the membership communications folder.
Review
This SOP should be reviewed annually in July before the main intake period.
Update if:
The NPS structure changes
Sign-up processes change
Branding or tone guidance is revised
Outcome: Graduates enquiring about the NPS receive a supportive, professional response that gives them enough information to understand the scheme, while reserving full details for members.
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This email is a response to graduates who have already been invited to join the RCHM but ask for more information before deciding. The intention is to provide a clear, respectful answer without overwhelming them with all the documents or internal detail that only members receive.
The tone remains collegial and adult-to-adult, affirming that they are qualified practitioners. The purpose here is to give a high-level sense of the scheme — supervision, support, and guidance during the early years — while leaving the full guidelines and templates until after they sign up.
The outcome is that graduates feel heard, receive just enough information to understand what the NPS offers, and are left with a warm, professional impression of the RCHM. The message makes clear that fuller resources will follow naturally once they become members.
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Subject: A Warm Reminder – Join the RCHM as a New Practitioner
Dear [First Name],
I hope this message finds you well, and that you are enjoying your first steps as a newly qualified practitioner.
A little while ago we invited you to join the Register of Chinese Herbal Medicine (RCHM) as a full member. We wanted to follow up in case you have not yet had the chance to complete the process.
By joining the RCHM, you will:
Be listed on the public RCHM Register as a recognised practitioner.
Have access to CPD events, professional updates, and peer support.
Benefit from ongoing guidance on safe and ethical practice.
Take part in the New Practitioner Scheme, designed to support you with supervision and community as you establish your practice.
To activate your membership, simply set up your Direct Debit here:
👉 [Insert GoCardless link]We would be delighted to welcome you into the professional community and to support you in these early years of practice. If you have any questions about joining, please don’t hesitate to get in touch.
With warm regards,
RCHM Office
Welcome to signed up graduates
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SOP: Sending the Welcome Email Upon Joining the RCHM and the NPS
Purpose
To ensure that new practitioners who have joined the RCHM receive a warm, professional welcome into membership, and are introduced clearly to the New Practitioner Scheme (NPS).Scope
This SOP applies to staff responsible for membership communications and database management.Responsibilities
Office Manager:
Confirms Direct Debit has been set up and membership activated.
Sends the approved Welcome Email.
Updates Airtable with new member status.
Records the communication in the membership communications folder.
Procedure
Confirm Activation
Check that the graduate’s Direct Debit has been set up via GoCardless.
Confirm membership activation in the database.
Update Airtable
Record the member’s status as New Practitioner – NPS Year 1.
Note the date of activation and expected fee schedule.
Prepare Welcome Email
Use the approved Welcome to the RCHM & NPS Email template (below).
Personalise with graduate’s name.
Ensure the Canva presentation link (Doc 1) is current.
Send Email
Send from the official RCHM membership account.
No attachments — provide links to presentation and resources.
Record-Keeping
Save a copy of the outgoing email in the membership communications folder.
Update Airtable with “Welcome email sent” tick/marker.
Review
Review this SOP annually in July.
Update if NPS structure, presentation links, or onboarding resources change.
Outcome
New practitioners feel recognised and supported as members of the RCHM. They are given a clear introduction to the NPS and their benefits, setting the tone for their first years in practice. -
Intention Behind the Welcome Email
This email marks the transition from graduate to practitioner member. Its intention is to:
Celebrate and affirm the graduate’s achievement and professional status.
Clearly introduce the NPS as a supportive framework.
Provide a practical first resource (the NPS presentation) to help orient them.
Establish the RCHM as a professional home and source of guidance.
The tone is deliberately:
Warm and collegiate – welcoming them as equals in the profession.
Supportive – highlighting supervision, resources, and community.
Practical – providing the link to the presentation and next steps.
The outcome is that new practitioners feel proud, included, and confident that they have support as they begin their careers.
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Welcome to RCHM & NPS Email Template
Subject: Welcome to the RCHM – Beginning Your New Practitioner Journey
Dear [First Name],
Congratulations once again on your graduation, and welcome as a full member of the Register of Chinese Herbal Medicine. We are delighted to have you with us.
As a new member, you are now part of the New Practitioner Scheme (NPS), which is designed to accompany practitioners through their first two years in practice. The scheme provides:
Regular clinical supervision (10 hours in Year 1, 8 hours in Year 2).
Support and encouragement from experienced practitioners.
Resources to help you build confidence and continue developing your clinical skills.
To help you get started, we have created a short presentation that introduces the NPS and the support available:
👉 [Link to Canva Presentation – Doc 1]This is the beginning of your practitioner journey with the RCHM community. We will be sending you further information in the coming months, including:
A list of supervisors you can approach.
Guidance on safety briefs and CPD resources.
Invitations to join our practitioner share group and new practitioner welcome event.
We are here to support you as you establish your practice, and we are very pleased to welcome you into the RCHM as a practitioner.
With warm regards,
RCHM Office
New Practitioner Entry Checklist
Trigger: Graduation notification received from approved college
Step 1 – Initial Invitation
Confirm graduate no longer listed as Student Member in database.
Send Graduate Invitation to Join Email (template).
Log invitation in membership database.
Save copy of email in communications folder.
Step 2 – Follow-Up (if no response in 2–3 weeks)
Check graduate status: confirm no Direct Debit has been set up.
Send Graduate Follow-Up Email (template).
Log follow-up in membership database.
Save copy of email in communications folder.
Step 3 – Membership Activation
Confirm Direct Debit set up via GoCardless.
Activate membership in database.
Update Airtable:
Status = New Practitioner – NPS Year 1
Date of activation
Expected fee schedule (Y1 = £30/q, Y2 = £60/q, Y3+ full fees)
Step 4 – Welcome Email
Send Welcome to RCHM & NPS Email (template).
Ensure Canva NPS presentation link is current in email.
Save copy of email in communications folder.
Tick “Welcome Email Sent” in Airtable.
End State: Graduate is now activated as a New Practitioner member, recorded in Airtable, and has received their formal welcome into the RCHM and the NPS.
Ongoing Engagement (First 12 Months)
Engagement Plan
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SOP: Phase Two – Monthly Engagement Sequence for New Practitioners
Purpose
To provide a steady rhythm of contact with new practitioners during their first year of membership, helping them stay connected to the RCHM and aware of key resources.Scope
This SOP applies to the monthly engagement emails sent to new practitioners as part of the New Practitioner Scheme (NPS). The sequence runs for 12 months and is managed through Mailchimp automation, triggered when a practitioner joins and their membership is activated.Responsibilities
Office Manager
Adds new practitioners to the Mailchimp “NPS Year 1” automation list when membership is confirmed.
Ensures links (profile check, supervisor directory, safety briefs, CPD library, etc.) are current and working.
Reviews the email content each July to confirm it reflects current practice and priorities.
Council/CEO
Provide updated or new content when the scheme, fees, or resources change.
Procedure
Activation
Once the Welcome Email (Phase One) has been sent, add the new practitioner to the Mailchimp Phase Two sequence.
Confirm the automation is set to deliver one email each month for 12 months.
Email Themes
Month 1: Profile check
Month 2: Practitioner Share Group
Month 3: Social media
Month 4: Supervision
Month 5: Safety Briefs
Month 6: CPD library
Month 7: Grow Your Practice video
Month 8: Midpoint check-in (feedback form)
Month 9: Ethics & Conduct
Month 10: Herbal supply & regulation
Month 11: CPD live events
Month 12: Preparing for Year 2
Record-Keeping
Note in Airtable that the new practitioner has been added to the Mailchimp automation.
Mark “Phase Two active” in their record.
Review Mailchimp engagement (opens/clicks) quarterly to check relevance.
Outcome
New practitioners receive regular, well-paced communication that draws their attention to important resources without overwhelming them. The sequence provides a framework of support while keeping the practitioner at the centre of their own journey. -
Intention Behind the Sequence
The Phase Two emails are designed to build confidence, connection, and rhythm in the first year of practice. They are not check-ins or assessments, but gentle signposts to what might be useful at each stage.
The intention is to:
Affirm practitioners as colleagues and equals, not as students.
Keep communication simple, supportive, and respectful of their independence.
Ensure they know where to find resources when they want them.
Create a sense of being part of a wider professional community.
The tone is adult-to-adult: friendly, professional, and invitational. Each message offers a resource or connection point, but the choice to engage remains with the practitioner. The emails are a reminder that the RCHM is here alongside them, not directing them.
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Month 1 – Profile Check
Subject: Make sure your profile feels right
Dear [First Name],
Your details are now live on the RCHM Register, the public list people use to find qualified practitioners. It’s the first step in being visible as part of the profession.
It’s worth taking a moment to check that your profile reflects how you’d like to be contacted. Small updates, like an email address or clinic location, can make all the difference.
👉 [Check your profile here]
Warm regards,
RCHM OfficeMonth 2 – Practitioner Share Group
Subject: A place to share and exchange ideas
Dear [First Name],
Starting out in practice can be full of questions, both practical and clinical. Many practitioners find it helpful to have a space where they can ask, listen, and swap perspectives with colleagues.
The Practitioner Share Group offers just that — an ongoing conversation among practitioners at every stage of their journey. You’re welcome to step in and take part whenever it feels useful.
👉 [Join the Practitioner Share Group here]
Warm regards,
RCHM OfficeMonth 3 – Stay Connected
Subject: Staying in step with the community
Dear [First Name],
The RCHM social channels are where we share news, reminders, and glimpses of what’s happening across the profession. Following along is an easy way to keep in touch between formal updates.
It’s also a chance to share posts into your own networks, helping raise the profile of Chinese herbal medicine more widely. Every interaction helps to keep our work visible.
👉 [Follow RCHM on social media]
Warm regards,
RCHM OfficeMonth 4 – Supervision
Subject: Making supervision work for you
Dear [First Name],
Supervision is built into the New Practitioner Scheme to give you a sounding board as you grow in confidence. It’s not about assessment — it’s about having an experienced practitioner to talk through real cases, decisions, and questions.
Take a look at the directory of supervisors and see who feels like the right fit for you. Many new practitioners find it helpful to make contact early, even before a pressing issue comes up.
👉 [Browse the Supervisor Directory here]
Warm regards,
RCHM OfficeMonth 5 – Safety Briefs
Subject: Safety Briefs for everyday practice
Dear [First Name],
The Safety Briefs are practical guides that highlight where caution is most needed in prescribing and practice. They’ve been shaped by real-world experience and are there to support you in keeping your patients safe.
They’re useful to read once through and then return to whenever you need a reminder. Many practitioners keep them nearby in their early years as a steady reference.
👉 [Read the Safety Briefs here]
Warm regards,
RCHM OfficeMonth 6 – CPD Library
Subject: Explore your CPD library
Dear [First Name],
CPD is about more than meeting requirements — it’s a way of keeping practice alive and responsive. Our library of recorded sessions gives you the chance to learn at your own pace, alongside regular live events through the year.
Exploring the library now will give you a sense of what’s available and help you start weaving CPD naturally into your practice.
👉 [View CPD resources here]
Warm regards,
RCHM OfficeMonth 7 – Grow Your Practice
Subject: Growing your practice step by step
Dear [First Name],
Building a practice takes time, and each practitioner’s path looks different. To support you in those first steps, we recorded a “Grow Your Practice” session that shares ideas and strategies that others have found helpful.
The session is there as a resource for you to dip into whenever you’re thinking about next steps, whether that’s outreach, organisation, or simply shaping your clinic day-to-day.
👉 [Watch Grow Your Practice video]
Warm regards,
RCHM OfficeMonth 8 – Midpoint Check-In
Subject: We’d love your feedback
Dear [First Name],
At this stage you’re around halfway through your first year of practice — a good moment to pause and reflect. We’d like to hear how you’re finding things, and whether the New Practitioner Scheme is giving you the kind of support you need.
Your feedback helps us make sure the scheme stays relevant and responsive to real practitioner experience.
👉 [Complete the feedback form]
Warm regards,
RCHM OfficeMonth 9 – Ethics & Conduct
Subject: Revisiting the Code of Ethics
Dear [First Name],
The RCHM Code of Ethics is there as a guide to help navigate the situations that arise in practice. It sets clear standards, while also giving reassurance that the profession as a whole shares those same commitments.
It’s worth revisiting the Code as your practice develops, as what stands out may change with experience.
👉 [Read the Code of Ethics here]
Warm regards,
RCHM OfficeMonth 10 – Herbal Supply & Regulation
Subject: Guidance on supply and regulation
Dear [First Name],
Sourcing herbs responsibly and keeping track of regulations are important parts of practice. The RCHM provides guidance to help you find reliable suppliers, meet regulatory expectations, and stay confident in your prescribing.
These resources are there to support you in making choices that protect your patients and strengthen the profession.
👉 [Read herbal supply guidance here]
Warm regards,
RCHM OfficeMonth 11 – CPD Live Events
Subject: Upcoming CPD opportunities
Dear [First Name],
Live CPD events are a chance to learn together, ask questions, and stay connected to the wider profession. They complement the recorded library with the energy of real-time exchange.
Check the calendar and see what’s coming up in the next few months — you might find something that speaks directly to your current interests.
👉 [View CPD events calendar here]
Warm regards,
RCHM OfficeMonth 12 – Looking Ahead
Subject: Preparing for Year 2 of the NPS
Dear [First Name],
As you move toward your second year in practice, it’s helpful to review your supervision records and reflect on the support that’s been most useful so far. The NPS continues to provide structure, but Year 2 brings new expectations and slightly different emphasis.
Take a moment to look at the guidance for Year 2 so you know what’s ahead.
👉 [Review Year 2 guidance here]
Warm regards,
RCHM Office
Phase Two Checklist – Monthly Engagement Sequence
Trigger: Welcome Email (Phase One) has been sent and membership is activated.
Step 1 – Activate Sequence
Add new practitioner to Mailchimp automation: “NPS Year 1 – Monthly Engagement.”
Confirm automation is set to send 12 monthly emails.
Check all links in the automation are current (profile, supervisor directory, CPD library, etc.).
Step 2 – Airtable Record
Update Airtable status: Phase Two active.
Record date of automation activation.
Note “12-month drip sequence running” in comments field.
Step 3 – Ongoing Monitoring
Review Mailchimp reports quarterly: check open rates, click rates, and bounce rates.
If multiple practitioners aren’t engaging, flag to Council/CEO for content review.
Update links/content annually in July, or sooner if guidance/resources change.
Step 4 – Completion
At the end of 12 months, update Airtable status to Phase Two complete.
Practitioner automatically rolls into Phase Three (Year 2 guidance).
End State: New practitioner is subscribed to the full 12-month email sequence, Airtable shows Phase Two active, and engagement is monitored regularly.
Transition
Transition Plan
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SOP: Phase Three – Transition Out of the NPS
Purpose
To ensure new practitioners complete the NPS smoothly and continue their membership with confidence, recognising their growth while affirming their place in the RCHM community.Scope
This SOP applies to all communications sent to practitioners completing their two-year NPS period. It covers the final sequence of three emails.Responsibilities
Office Manager
Confirms practitioner’s NPS timeline in Airtable.
Sends the three transition emails via Mailchimp.
Updates database and Airtable when the NPS document is received.
Council/CEO
Provide any updated guidance for supervision requirements, CPD, or membership changes.
Procedure
Check Eligibility
Confirm practitioner has completed two years in the NPS.
Ensure supervision records are due for submission.
Send Emails
Email 1: Invitation to submit NPS supervision document.
Email 2: Collegial message highlighting ongoing resources and community.
Email 3: Encouragement about future CPD/events, emphasising continuity.
Record-Keeping
Update Airtable when NPS document is received.
Change status from NPS Year 2 to Full Practitioner Member.
Mark Phase Three complete.
Outcome
Practitioners feel affirmed and supported as they complete the NPS. The transition to full membership is seamless, respectful, and collegial, reinforcing that they are an integral part of the RCHM community. -
Phase Three is about continuity, not graduation. The intention is to:
Affirm practitioners as colleagues who are already part of the profession.
Provide a simple and respectful process for closing their NPS record.
Celebrate their ongoing membership without unnecessary ceremony.
Keep the tone steady, collegial, and warm — the focus is on continuity rather than “completion.”
The emails aim to feel like a gentle handover: a final document to tidy up, then two friendly touchpoints that reaffirm connection and point toward the ongoing rhythm of CPD and community life.
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Email Templates
Email 1 – Invitation to Submit NPS Document
Subject: Completing your NPS record
Dear [First Name],
As you come to the end of your two years in the New Practitioner Scheme, we’d like to complete your NPS record. This simply involves submitting your supervision log so we can keep it on file.
Please send your completed document to [insert email/upload link]. Once we’ve received it, we’ll update your membership status — you’ll continue as a full practitioner member of the RCHM, with no changes needed on your part.
[Submit your NPS document here]
Warm regards,
RCHM OfficeEmail 2 – Collegial Touchpoint: Resources and Support
Subject: Continuing with the RCHM community
Dear [First Name],
Your membership continues with the same rhythm and support as always. The NPS may be closing, but the resources you’ve been drawing on — supervision if you wish, CPD, and the practitioner share group — remain part of your membership.
We’d encourage you to take another look at the resources hub to see what feels relevant for you now, at this stage of practice. It’s often surprising what catches your attention when revisiting things with fresh experience.
[Explore resources here]
Warm regards,
RCHM OfficeEmail 3 – Collegial Touchpoint: Looking Ahead
Subject: Staying connected as practice grows
Dear [First Name],
Being part of the RCHM is about staying connected as your practice evolves. Our CPD programme, live events, and practitioner networks are there for you to dip into at whatever pace works best.
As you look ahead, take a moment to browse the upcoming CPD calendar or see what conversations are happening in the share group. Your place in the community is ongoing.
[View CPD calendar here]
Warm regards,
RCHM Office
Phase Three Checklist
Trigger: Practitioner reaches end of NPS Year 2
Step 1 – Confirm Eligibility
Check Airtable: NPS Year 2 completion date reached.
Ensure practitioner is due to submit supervision record.
Step 2 – Email Sequence
Send Email 1: Invitation to submit NPS document.
Record in Airtable that invitation was sent.
Send Email 2: Collegial message (resources hub).
Send Email 3: Collegial message (CPD/events).
Step 3 – Record-Keeping
Confirm receipt of NPS document.
Update Airtable: status = Full Practitioner Member.
Mark “Phase Three complete.”
This way, Phase Three feels seamless, supportive, and collegial — no “graduation moment,” just a gentle continuation of professional membership.