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.
