Automated SMS & email appointment reminders for healthcare practices

Automated SMS & email appointment reminders

Use automated SMS & email reminders to reduce “no-shows” and keep your appointment slots full.

Much has changed in healthcare practices over the years, as technological advancements have improved and automated even the simplest of tasks.

From payment processing and managing employee data, to scheduling appointments and storing client information, administrators at practices around the world now have an array of affordable, easy-to-use software tools to help make their jobs easier. This, in turn, can transform practices into well-run and inviting places for both clients and staff.

As with most technologies, some standard functions are sometimes left at the wayside in favour of new options.

In some instances, this is for the better. In others, however, it can be a mistake with unexpected consequences. A good example of this is client appointment reminders.

Appointment reminders are the norm at any service-oriented healthcare practice, business, or organisation whether in the form of a phone call from the receptionist or an appointment card in the mail, these friendly reminders serve two purposes: they are a courtesy to the client and they reduce the number of “no-shows” who miss a scheduled session. They work, as shown by the number of years this process has been around.

While contacting clients to remind them of their upcoming appointments is a simple matter, it can require significant time and expense, depending on the type of reminder sent. The most common manner of reminding clients is by phone, which may at first glance seem to be efficient. However, depending on the size of the practice and number of daily clients, this method can be anything but.

The time spent on making reminder phone calls could be focused on more pressing office needs. In instances where a receptionist is unable to adequately handle this task due to his or her workload, the office may need to hire another receptionist or administrative staffer, thereby increasing salary expense.

Sending a appointment card by mail is another common method for reminding clients of their upcoming appointments. But considering the time and costs that can go into sending customer appointment reminders, it’s no wonder that some healthcare providers have let this tedious — yet important — process go quietly into the night. But they may not realise just how much of an impact reminders can have on the success of a practice.

In fact, numerous studies show that reminders of any kind can help reduce a business’s no-show rate by more than 50 percent. With that figure in mind, practices should look for ways to continue this important task in the most efficient manner possible.

Online booking software to the rescue

The Internet and wireless technology now play an important role in life, and this is key to transforming the appointment-reminder task from a burden to a completely automated and streamlined process. And, unlike older, more traditional computer software programs used by offices on the administrative end, the new online appointment booking software  are interactive and offer services to clients already accustomed to conducting transactions over the Web.

Email is one solution that fits perfectly in a reminder process, given the number of people who now use it as a primary means of communication. The rising number of smartphone users reinforces this option, as many clients can now view their reminders while “on the go” and away from their home or office computer.

iPhone & Android smartphone users are also perfect candidates for automated SMS reminders. These can be even more effective than email, as they are available to clients through their smartphones.

Besides being easier to manage than phone reminders and appointment cards, online and wireless communications are typically more appreciated by clients. They usually prefer to receive an email or SMS text message reminding them of tomorrow’s appointment instead of a phone call or a appointment card in the mail a week or more before their scheduled visit. This is especially true among the younger generation, who’ve always received appointment reminders in this fashion and expect them to be sent this way.

Automating the process

Email and SMS text message reminders are a surefire way to improve your appointment-reminder processes, but there’s one factor missing in this equation: the process by which your practice sends them out.

Although it will decrease the number of no-shows, manually sending email or SMS text message reminders can be just as tedious as contacting clients by phone or through the mail.

This is why many practices turn to online appointment booking software and services that take the hassle out of contacting clients. They will automatically send out an email or SMS text message — or both — 24 hours prior to the scheduled appointment time. All that’s required is the client’s email or mobile number, along with the day and time of his or her appointment.

As with any kind of software, there’s a variety of client-contact programs available, from the very simple to advanced packages that offer additional functionality to the user.

For example: Online appointment booking software that allows clients to schedule their appointments online can automatically schedule their appointment reminder at the same time.

This kind of software can become an integral part of your practice’s processes, so it’s important to do your homework and research numerous programs before selecting one. A growing trend is toward cloud-based services that only require an Internet connection — no downloads or installations required. These generally mesh well with email and SMS  text message reminders. As a bonus, they’re usually affordable, too.

A little effort can go a long way in finding a solution that benefits both your clients and your practice. With regard to automated appointment reminders, you now have the tools to simplify and automate this tedious and time- consuming task.

Find out more about automated SMS Text message & email reminders at bookitlive.