Text Appointment Reminders for Healthcare Organizations

appointment reminders

The effect of the COVID-19 outbreak has brought the healthcare business to the forefront of everyone’s thoughts recently. While telemedicine is becoming more popular, patients will still need to see their healthcare providers in person. Here comes the need of Appointment Reminders

Using an automatic appointment reminder service may assist the healthcare business, whether your practice now offers telehealth alternatives or you’re still seeing patients face-to-face. Let’s take a look at the advantages, best practices, and how you may make the most of healthcare appointment reminders.

Communication Preferences of Patients

Did you know that 88% of all medical appointments are made over the phone? While certain situations need a phone call, a staggering 31% of Americans prefer texting whenever feasible. What does this signify for your medical centre? Simply said, email and phone appointment reminders are no longer useful. You could be losing out if you don’t use any sort of healthcare appointment reminder system.

Appointment Reminders: Why Should You Use Them?

According to a 2018 poll, over half of all healthcare patients miss or cancel appointments. While health institutions may not be able to do much about patients who intentionally miss appointments, investing in automatic message scheduling software can help lower no-show rates. It’s more than annoying for healthcare practice when a patient fails to show up for an appointment. There are a number of disadvantages to consider, including:

  • A chance for new patients was squandered.
  • Downfall in Patient Satisfaction
  • Loss of revenue

Reasons Why Patients Miss Appointments

Appointments are missed for a number of reasons. Some people are unable to take time off work, while others just forget. It’s less likely that your patients will forget about their appointments if you send them appointment reminders.

Why Appointment Reminders Are Best Practices

Text Appointment Reminders

There are several reasons why automated medical appointment reminders should be used in your healthcare practice, including the following:

  1. The most efficient method of communication.
  2. Allows your front-desk workers to relax.
  3. Customer satisfaction is expected to rise.
  4. You’ll save time, money, and resources as a result of this.

Patient Reminders Practices to Follow in 2022

Once you’ve chosen an appointment reminder service, there are a few recommended practises remembering in order to meet your objectives and boost patient happiness and engagement.

Don’t Overdo Reminders

Overdoing it with patient appointment reminders is one of the biggest mistakes you can make. While delivering several messages might be beneficial, there is a delicate line to be drawn between remaining instructive and becoming obnoxious. Message your patient once or twice in the days preceding up to their appointment, for example, can assist decrease no shows. Increasing their stress levels by bombarding them with many messages, on the other hand, may force them to cancel, no show, or go elsewhere.

Sending your patient three reminders about their impending visit, spaced out, is a solid rule of thumb. While it’s critical that all of your patients show up, it’s even more critical that you consider their pleasure so that they’ll return and suggest your practice.

Text To The Point

The goal of texting is to provide as much information as possible in as few words as feasible. You don’t want to make it tough for your patients to remember their appointments. Make them as clear and simple as possible. It’s important to remember that 95% of text messages are viewed within three minutes of being sent. Your message should be simple enough to read in a few seconds.

Best Practices:

  1. Who is it that is sending the text?
  2. Information on the appointment in detail.
  3. Cancellation option and steps

    **Do not put any personal or health information in your automatic reminders.**

Response Requesting Practice

Consider seeking a response when sending out an appointment reminder SMS if you want to enhance patient involvement. You may, for example, ask the patient to say “yes” if they want to attend or “no” if they desire to cancel.

While requiring a response is never a good idea, making it an option might help you learn more about your doctor appointment reminder service.

Personalize Your Outreach

Personalizing your appointment reminders is another fantastic suggestion. No one wants to feel like they’re simply another number when it comes to healthcare appointment reminder calls or messages. When sending appointment reminders, be sure to include the patient’s name. You can also mention the name of the healthcare practitioner they want to see.

Mistakes to Avoid

Using appointment reminders or investing in appointment scheduling software is the greatest error you can make. As previously said, any appointment that does not show up to your clinic might cost you money. Here are two common blunders to avoid:

Send Multiple Text Reminders

If you want to use an appointment reminder system, don’t make the mistake of only sending out a few reminders. We’ve previously discussed the best practises for how frequently and how many messages you should send. It’s all too easy to get caught up in “worrying” that you’re bothering your patients. You won’t be sending too many messages if you spread out your message appointments properly.

Timing Matters!

You should also avoid sending communications at inconvenient times (s). You definitely don’t want to wake up in the middle of the night to make a phone call or send a text reminder. But did you know that there are specific times of day when you should make phone calls and send text messages?

When You Should Send Texts

According to studies, the optimal time to send a text message in real time is about 6 p.m., when most people get off work. You don’t have to stick to this period exactly, but you may use it as a reference. Sending a patient reminder too early or late in the day is the last thing you want to do. You don’t want to make a bad impression on a patient by waking them up or interrupting them.

Using Robotalker as Text Reminders

If sending outpatient appointment reminders seems daunting, be assured that it does not have to be. When it comes to appointment reminders, using an appointment reminder system like Robotalker may make life easier. Not only can you personalise your appointment reminders, but you can also improve the patient experience and decrease no-shows. You’ll have a better chance of them sticking with your practice, keeping their appointments, and referring people to you if you do this.


When it comes to appointment reminders, using Robotalker reduces the amount of effort required. We’ll send out your automatic appointment reminders when you tell us who to contact and when. You have total control over the parameters of your messaging appointment reminder after that. This covers things like personalisation fields and message answers, among other things.

Reasons to Send Appointment Reminders

Between five and thirty percent of patients fail to show up for their appointments, according to estimates. It isn’t for a lack of effort, either. Many health systems invest a significant amount of time and money to reach out to patients prior to each visit, ensuring that the appointment date and time are well known ahead of time.

But it’s not as if people are becoming more forgetful by accident; it’s more likely that they have more things competing for their attention, and that nice reminder call from a few days ago went ignored and the voicemail was never heard. So, what can you do if those missed appointments start to become a serious issue that has an impact on your bottom line?

Appointment reminders through text messages are the simplest and most efficient method to communicate with your patients without having to make those unpleasant phone calls that no one likes. An SMS appointment reminder is just a lot more noticeable than that missed call in the call log, whether it’s due to an inability to get time off work or if something else comes up.

Increase Your Efficiency

An appointment reminder, unlike that phone call that must be returned within 10 seconds or it will be sent to voicemail purgatory, is a terrific method to remind a patient of their impending appointment without exhausting your resources or risking another missed call. That’s good because everyone has their phone with them at all times, which is more than we can say for that appointment card left in a bag, stuffed in a drawer, or taped to the refrigerator. Because certain appointments might be scheduled weeks or months in advance, it can be the difference between keeping that appointment and having to make another.

Learn More About Your Client’s Life

Life is unpredictable. Things happen, work gets in the way, and even the best-intentioned patients miss appointments now and again. Text appointment reminders, on the other hand, allow your patients to stay informed before their next visit. Furthermore, by following up after those rarely missed appointments, you may simply reschedule or contact someone without having to hop on the phone. You could provide them with a fast link to your scheduling, or you may just give them a handful of options and let them choose what works best for them.

Staff that Communicates

Text-based appointment reminders, on the other hand, are more likely to be welcomed by your staff because they no longer have to spend time phoning and following up on appointments, including what patients should bring or prepare for on the day of their visit. Automated SMS appointment reminders can handle all of that, as well as rescheduling appointments and answering simple inquiries that would typically need someone to set up an afternoon. Even better, your appointment reminders may be issued automatically once a patient meets certain criteria, freeing up your team to focus on other important activities.

Appointment Reminders Improve Satisfaction Rate

Although it may appear that sending all of these text messages all of the time is inconvenient, patients really prefer them to phone calls. Unlike a phone call, you may ignore a text until it’s convenient to respond, which means you’ll almost certainly get a response, even if it’s not instant. That’s a lot better than making repeated phone calls until someone replies, which may not be practical given people’s work or school schedules throughout your open hours. Simply by providing appointment reminder messages, you’re enhancing the patient’s pleasure with your service by giving them the power to interact when they’re ready.


Robotalker appointment scheduling software is simple to use, and text reminders may improve patient care. Healthcare appointment reminders are becoming a requirement for medical practices. To reduce patient no-shows, make sure you choose a scheduling software programme you can trust.

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