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Let Weave Make Your Appointment Reminders Simple

Create an amazing patient appointment reminder experience! No more phone tag!

Weave’s medical, optometry and dental appointment reminder software simply reminds your scheduled patients about their upcoming appointments. Yes, it really is that easy!

Patients can quickly confirm via text, or open up a convenient dialogue via text message if they need to change their appointment.

Weave recognizes affirmative and negative language in your customers’ responses to make your life even easier! For example, if they respond with, “Sounds good!” Weave will automatically recognize that as a confirmation in your system.

If they respond with, “I’ll be busy,” you’ll be notified in your system to follow up to reschedule.

This reduces no-shows and increases your appointments scheduled all while saving your office staff time and energy!

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Customized Appointment Reminders Made Easy

In the Weave Settings, you can easily set up reminders based on appointment type and how far in advance you want to send your patient a reminder.

You can conveniently personalize the text message however you want. You can also customize a message with the patient’s name and name of the doctor.

Want to exclude certain appointment types? You can simply filter which appointments you want to have reminders sent for.

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Weave’s Smart Technology
helps you do more with less.

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+ Administrator in Medical Practice

"We have less empty spots in the schedule. We are able to fill our openings either that are empty to start or happen last-minute with cancellations without having to make a ton of calls."

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Rebekah R. + Optician

"Weave has cut back on our time spent reminding people of their appointments and made communication with our patients so much better!"

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Here’s What You’ll Love About Weave’s Automated Reminders

Machine Learning Accurately Recognizes Affirmative and Negative Language to Analyze Responses

Weave will automatically detect whether or not a customer confirmed or declined in their response. This unique, powerful feature saves you even more time in confirming and keeps you proactive in keeping your schedule full and your staff happy. Imagine your appointment scheduling process made simple.

Customize Text and Email Reminders By When The Appointment Reminder Sends

Schedule appointment reminders to go out on the day of, the day before, or even 7 days before the appointment date–it’s up to you how far in advance you want to send a reminder, and how frequently. Weave lets you customize your process so that your patients love it!

Customize By Appointment Type

Send confirmations to unconfirmed appointments and have them confirm or reschedule. Send friendly reminders to confirmed appointments as a courtesy. Or, send reminders to all your appointments. Weave lets you customize reminders based on the type of appointment so that your communication provides an amazing, personalized experience to your patients!

Increase Appointments With Recall Reminders

Reminders aren’t only for scheduled appointments. You can help optimize the health of your patients by helping them make and keep their regular appointments. Automatically send appointment reminders for patients who haven’t been in the office for a certain amount of time, encouraging them to schedule. Now you don’t have to manually call patients every day or mail out postcards, but you can conveniently increase the number of appointments scheduled. Isn’t automation amazing?

Personalize Your Appointment Reminder

Weave’s  medical, optometry and dental appointment reminder software allows you to simply personalize reminder messages based on:
·Patient Name
·Appointment Date and Time
·Name of Doctor
·Office Number (in case they need to reschedule)
·Practice Name

In your appointment reminder, you can include:

·Request to confirm in case they can’t make it
·How to reschedule, so you can reduce no shows
·Your cancellation policy
·A discount incentive to schedule an appointment
·Emojis to brighten up the message 😃🤣😇

It only takes minutes to set up a friendly, personalized reminder. We even have a template library to get you started right away!

Features to Look for in the Best Appointment Reminder System

You already know that missed appointments cost your business money. They also negatively impact the health of patients in a medical or dental office while compromising patient outcomes.

Even though you can’t prevent missed appointments entirely, you can dramatically improve the show-up rate!

Reminding patients of their appointments not only helps increase your confirmation rates, but it also reduces last-minute no-shows. And, when a patient does cancel their appointment, they’re more likely to notify you of the cancellation in advance, leaving you more time to fill the newly vacant slot. This helps you keep your schedule full so that your staff can be more productive. Want an even easier way to fill last-second cancellations? Ask a Weave representative to show you how easy our appointment quick fill feature is!

There are several appointment reminder systems available today; request a demo with Weave today to find out why Weave customers love our patient reminders!

We recommend looking for the following features as you consider options for medical, optometry and dental appointment reminder software:

Text Message Delivery Options

Simple appointment reminder systems often limit themselves to phone calls and emails. While there’s nothing inherently wrong with that, these delivery options do have some issues.

1. Not everyone answers the phone or bothers to check voicemail messages.
2. Email messages often go to spam, remain unopened, or aren’t checked regularly.

It’s ideal to have an appointment reminder system that has a text message delivery option like Weave.

Text messages get opened 97% of the time. Further, the vast majority of text messages get opened within 2 minutes, so texting is one of the most immediate ways to reach someone. Plus, texting is convenient for your staff!

Customization

Being able to customize your appointment reminders is a must. Weave’s system is fully customizable. This makes it easy for you to create the best patient experience possible. We want you to have the ability to design your patient reminder experience to be optimized the way you want it to be.

Personalization Features

Personalized communication is vital to customer loyalty. With Weave, you can personalize while saving hours of time! You should be able to use merge fields for patient name, doctor name, appointment date and time, phone number, special instructions, and more. This allows you to quickly set up the right messages that can then easily be scaled.

Flexible Appointment Reminder Scheduling

The right appointment reminder system will let you schedule your reminders anytime you want.

Ability to Modify the Text Template

Too often, we see generic appointment reminders. From the greeting to the call to action, you should be in total control of how your messages are crafted.

Appointment Categorization

You should be able to specify the types of appointments that get messages. For example, choose to send a reminder to all appointments, confirmed appointments, or unconfirmed appointments.

Another advanced feature is the ability to customize a patient record for reminders. For example, you might have some patients that don’t want any reminders, or there could be some patients in your practice that want daily reminders all the way up to their appointment.

You should be able to customize your communication for each patient. Weave is one of the most flexible, user-friendly reminder systems available!

Emoji Keyboard

The use of emojis in text communication has skyrocketed in recent years. These graphical icons are even showing up in professional communication. Emojis can add an element of fun and friendliness to an otherwise routine text message exchange.

While emojis are fun and allow you to showcase your personality, resist the urge to go overboard. Here’s an example of a well-done message in action:

🙈🙊🙉 Oh no! It looks like you missed your appointment today with {Doctor Name}. Please call {Office Number} to reschedule.

The reason this message is so compelling is that it acknowledges the missed appointment without seeming overly stern. The monkey emojis add an element of playfulness. Instead of making a patient feel embarrassed or ashamed for not showing up for an appointment, they’ll likely interpret this message as a friendly suggestion to reschedule.

Actionable Messages

Appointment reminders should include a call to action. Patients should be able to confirm and cancel their appointment directly via text, and those changes should also be reflected in the practice management system. Weave allows you to insert links with a call to action and even communicates appointment changes back to your practice management software.

For example, if Sally gets a reminder on Monday for an appointment on Tuesday at 2:45 pm, she should have the option to confirm, cancel, or reschedule. If she chooses to cancel, then the practice management system should remove Sally’s name from the schedule and notify you so that you can get someone else on the schedule.

Recall Reminders

We want to keep all patients coming back for optimal care, but that is not always the case. It’s likely not personal—life gets busy, and sometimes a helpful reminder is necessary.

A quality appointment reminder system will detect (based on your settings) when a patient has lapsed and then send an outreach message, recommending that they schedule an appointment.

An example would be something like this:

Hi {Customer Name}, this is Dr. {Doctor Name}’s Office. It’s been a while 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.

You could even offer a special incentive to come in, such as a percentage discount or a free treatment.

Don’t Compromise on Functionality

As you evaluate your options for an appointment reminder system, consider the needs of your business and your individual patients. Some of the features on our list may be more important than others. Regardless of the system you choose, it should be the one that optimally meets the needs of your business.

Frequently Asked Questions

We’re already using a postcard reminder. Why should we use an appointment reminder software?

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, more successful, and it opens up additional lines of communication.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. Your patients love convenience, so texting is a great option to make conversations as convenient as possible.

I don’t know what to write! Do you have text message templates to use for my business?

We have a full library of templates you can use to get you started. Plus, the shorter the better. So no need to be worried about writer’s block!

Are these 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.

Will Weave connect with my calendar?

Weave integrates with several different software 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. If your patients are like most patients, they want things to be as convenient as possible. Weave helps make this convenience possible and contributes to your patients being happy with their customer experience!

Get Weave
Get Weave

Schedule a Demo

A Weave representative will contact you shortly to schedule the demo at a time convenient for you.

Please input your phone number, numbers only
Please input your first name
Please input your last name
Please input a valid email address. example@example.com
Please input your phone number, numbers only
Contact Weave

No Contracts

In case you were wondering. We're so confident you'll love us, we don't try to trap you with a contract.

We guarantee 100% privacy.

Your information will not be shared.