Appointment Reminders

Send appointment reminders that are personalized for each patient and automatically send at the times/days you choose.

  • Hi Chad, this is Sharma from Puterbaugh’s Dental. Just wanted to send a reminder that you have an appointment tomorrow at 3:30. Is that still good for you?
  • Sure, that sounds good. See you then.
  • Perfect! See you then!

More About Weave's Reminder Software

You can customize reminders to reduce no shows by:

  • When the appointment reminders go out
    • Day of the appointment
    • 1 day before the appointment
    • 2 days before the appointment
  • Modify the text template
  • Choose who to send it to for the appointment date
    • All appointments
    • Confirmed appointments
    • Unconfirmed appointments
  • Create as many unique reminders as you would like

How it Works

  • «
  • You can now set Appointment Reminders View

  • You can select when each reminder will be sent. View

  • You can edit the content of each reminder and create a more personal message for your patient. View

  • You can send reminders to all patients, or all unconfirmed patients, making it easy to reach more people in less time. View

  • »

How Weave Appointment Reminders Work

Create unique patient reminders and schedule them any time you like.

  • Templates for Your Reminder System?

    The use of automated reminders has transformed not only business automation in healthcare, but the patient experience as well. Providers know their patients are busy and may not be diligent in remembering the appointments they have for care. The use of text, e-mail, or physical reminder cards can prove significant in lowering the amount of scheduling mishaps and problems. These reminders can be a mix of professional and fun. Also, they can be relevant to the time of year, season, or holiday. Below, you will find several different appointment reminder template ideas you may want to utilize in your own. If you have an automated appointment reminder software like Weave offers, setting these templates up can be extremely simple.

    Reminders Via Text Message

    As technology continues to improve over time, we have found that text message reminders are the best format for success. That doesn’t mean that you should stop sending email reminders, because everyone tends to use difference communication channels. Also, people demand more from text messages than emails, so please use as much personalization to make the message as helpful as possible.

    • Hi, {Patient Name} just a friendly reminder about your appointment on {Date/Time} with Dr. {Name of Doctor}. If you are unable to make it please call us at {Office Number} to reschedule.
    • Hello, this is {Name of Practice}, we have you schedule for an appointment on {Date/Time}. If you are unable to make this appointment, please call {Office Number} to reschedule.
    • {Patient Name} we look forward to seeing you on {Date/Time} for your appointment with {Dr.’s Name}. Should you need to reschedule, please call {Office Number}. Please note that if you cancel/reschedule within 24 hours of your appointment, cancellation charges will be incurred.
    • This a reminder about your appointment with {Doctor’s Name} on {Date/Time}. To reschedule, please call {Office Name}.
    • Hello, this is {Name of Practice}, we have you schedule for an appointment on {Date/Time}. We are excited to see you! Does this time still work for you?
    • Hello {Patient Name}! We’re looking forward to seeing you on {Date/Time}. Just wanted to make sure you still have this in your calendar.
    • Just a friendly reminder of your appointment tomorrow at {Time}. Look forward to seeing you then! {Office Name}

    Remind Your Patients Via Email

    • Dear {Customer Name},
      This a reminder about your appointment on {Date/Time}. We look forward to seeing you then! If for some reason you can’t make it, please reply to this email.
      Sincerely,
      {Practice Name}
    • Hello {Customer Name}
      Please remember your appointment scheduled for {Date/Time}. To avoid a cancellation fee, please respond to this email within 24 hours. Otherwise, we will look forward to seeing you!
      Best,
      {Practice Name}
    • Appointment Reminder!
      Don’t forget your appointment with Dr. {Doctor Name} on {Date/Time}.To reschedule, call {Office Number}
    • {Customer Name},
      We’re excited to see you in our office {Date/Time}! Please click the “reply” button and write us a quick note on how excited you are to come in too!
      Thanks,
      {Practice Name}

    Recall Reminders

    • Hey {Customer Name}, this is Dr.{Doctor Name} Office it’s been awhile since we’ve seen you!
      Would you like to schedule a time to come in? Please give us a call to get on our schedule.
    • Long time no see!Our records show that you are overdue for {insert service}, please call our office to get yourself scheduled :)Thanks,
      {Office Name}
      {Office Phone Number}
    • We noticed that you’re overdue for an appointment. If you schedule today, we will give you 20% off {insert service or product}. Call {Office Number} or text {Office Cell/Text Number}.

    Holiday And Season Reminders

    • St. Patrick’s Day (March 17th)
      Top of the morning to ya! Be sure to wear something green for your appointment with {Doctor Name} today at {Time} and we’ll give you a special St. Patty’s day gift.
    • Earth Day (April 22nd)
      Your appointment is scheduled for tomorrow at {Time}, aka Earth Day. To celebrate we would like to put a little extra green in your pocket. Any referrals who are submitted tomorrow and become new patients will result in a $20 gift card for you and your referral instead of the usual $10.
    • Earth Day (April 22nd)
      Go Green with {Office Name}! Since your appointment is on Earth Day, we would like to offer you 25% off all our natural products {examples products made with recycled materials, all natural products, etc.)
    • Spring
      April showers bring May flowers, and regular dental check-ups bring beautiful smiles. Don’t forget your next appointment on {Date,Time} with {Doctor Name}
    • Easter
      Hop on over to {Office Name} for your appointment {Date/Time}. We’re looking forward to it, you’re one of our favorite peeps.
    • 4th of July
      Declare your independence from plaque! Be on time for your appointment with {Doctor’s Name} for your cleaning on {Date/Time}.
    • Talk Like a Pirate Day (September 19th)
      Ahoy there matey! Be sure to be on time for yer appointment on {Date/Time}, better known as International Talk Like a Pirate Day. If you need to reschedule and want to avoid walking the plank, please call {Office Number}.
    • Halloween
      Happy Halloween {Patient Name}! Just checking in to confirm your appointment on {Date/Time}. Let’s clean out all that candy!
    • Christmas/December
      ‘Tis the Season for pearly whites. Give yourself the gift of clean teeth by scheduling an appointment today. {Office Name & Phone Number}

    Reminders with Incentives

    • Schedule your next appointment today and get 25% off {product name}.
    • Refer a friend or family member sale! Schedule an appointment for you and friend (or family member)*. Once both appointments are complete, each of your will receive 10% off any services rendered.</br/>
      *referral must be a new patient

    Emoji Reminders

    • Your appointment with {Doctor Name} is tomorrow. Be there or be ⬛️
    • Your appointment with {Doctor Name} is {Date/Time}. We’re excited to see those 😁.
    • Get some good 💤s tonight, because tomorrow at {Time} we’re going to make that smile shine at {Doctor Name}’s office.
    • Feeling like a 🤓 in those old frames? Schedule an eye appointment today and get 20% off any new frames.
    • It’s been a 🐳 since we’ve seen you. We have some openings in our schedule today, call {Office Phone Number} and we’ll squeeze you in.
    • It’s been a while 🐊, we’re looking forward to your appointment tomorrow at {Time} with {Doctor name}
    • Time is running out ⏳, schedule an appointment with {Doctor Name) by calling {Office Number}
    • You’re never fully dressed without a 😀, let’s keep your smile in mint condition. Schedule your next appointment today to get a free teeth whitening. {Office Name & Phone Number}
    • 🙈🙊🙉 oh no, it looks like you missed your appointment today with {Doctor Name}. Please call {Office Number} to reschedule.
    • We’re on 🎯 to see you tomorrow at {Time} for a {service name i.e. checkup, cleaning etc.}. See you then!
    • I 👨🏻 you a question. Will you be at your appointment tomorrow at {Time}? Please confirm by responding to this text.

    After reviewing the multitude of template ideas, you will observe the many different ways you have to remind patients of their appointments. A mix of professional and fun might be the most suitable for your practice. Either way, when a consistent, relevant, and modern reminder approach is executed, you will see less scheduling problems in the future. Connecting and communicating with your patients on a regular basis will be a cornerstone to the experience they have with you and your business.

  • Why is a software better than a postcard reminder?

    There are a number of reasons that an appointment reminder software is more successful than a postcard, and even more reasons that customizable automated appointment reminders (like Weave’s) increase that success.

    Deliverability

    Text message reminders and email reminders are typically delivered right to the person you’re trying to reach. Postcards, however, are delivered to the address on file but aren’t guaranteed to get into the right person’s hands. For this reason alone, an appointment reminder software is usually a great solution for any business.

    Two-way communication

    Two-way communication with Weave is much easier with a text message reminder than with a postcard. Not only is it easier, it’s faster.

    With Weave’s reminder software, the customer or patient can just respond to the text reminder if they have any questions or if they need to change their appointment time or date.

    With a postcard, the customer or patient is required to call into the office at a time that the office is open in order to have the same conversation.

  • Dental appointment reminders

    dental appointment reminders
    Dental appointment reminders are one of the fastest and most effective ways of decreasing your no-show rate. Weave’s automated reminder system makes sending a text message reminder simple. These types of reminders are proven to decrease missed appointments.

  • Can I set up my reminder system to be HIPAA-compliant?

    This is a common question that medical professionals have. The answer is yes. In fact, there isn’t a specific way to set up reminders when it comes to HIPAA compliance. The U.S. Department of Health and Human Services has this to say about appointment reminder messages, “Yes, appointment reminders are considered part of treatment of an individual and, therefore, can be made without an authorization.” Keeping this in mind, it is still important to be cognizant of patient requests when it comes to automated reminders.

  • Can Weave Automatically Connect to My Calendar?

    Weave integrates with several different softwares across multiple industries. This allows Weave users the ability to set frequencies and content of reminders to go out on an automatic schedule. This saves time for the entire staff. Weave’s appointment reminder software is one of the most versatile systems on the market.

     

  • Reliable Text Reminder Service

    Text messages have a very high response rate, especially when they get to your customers and patients at times that are convenient for them. With Weave, you can set specific times of days that your text messages will go out to your customers. This means that your customers are more likely to respond to their reminder. Here are some of the options that you specify in Weave’s software:

    Text Frequency

    You can determine how often your customers are getting text message reminders. You can send a reminder two days in advance, two weeks in advance, two hours in advance, or even all three. You decide what works best for your customers.

    Messaging

    You can completely customize your messages, and even send different messages depending on the status of the customer. You can send one message if their appointment is confirmed, and a different message if their appointment is still unconfirmed.

  • Current Industries

    Weave has options for almost any small business. However, some of our most common industries are:

    Dental

    Dental reminders are an integral part of almost any dental office. Weave got its start in the dental industry and it remains one of our highest growth areas to this day. This being the case, Weave integrates seamlessly with many different dental softwares.

    Optometry

    Weave is also heavily integrated in optometry. We are tied into a number of softwares that allow optometrists to automate their appointment reminders and glasses ready reminders with ease.

    Medical

    Weave has put significant effort into integrating with as many medical softwares as possible. Medical practices love the options that Weave provides in terms of phones, reviews and text reminders.

    Small Business

    Weave has options for small businesses across the board. No matter what type of business you run, Weave has solutions that will work for your business.

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