Appointment Reminder Service - How it Works

Automated notifications will remind people of their upcoming appointment, typically for the following day, for less than it costs to have staff call. This also results in fewer "no shows" thereby increasing revenue, and improves staff productivity allowing them to focus on more important tasks.

Appointment Reminder Service hosted by CallNotice generates reminder notifications via phone calls, email, and cellular text messaging within the daily start and stop hours of the schedule(s) that you define.

CallNotice can also provide for multiple reminders for the same appointment - helpful for those appointments scheduled weeks or months in advance.

Download Appointment Reminder Brochure PDF

Data Retrieval

The APPOINTMENT REMINDER SERVICE can automatically retrieve appointment schedule information, or using the CallNotice client, have information for the next day’s appointments exported into a file (of a predefined format) and either left in a location on an internet-connected server or left in a location on the CallNotice server.  You choose what works best for you.

Call Flow

A sample script of the reminder call message is outlined as follows:

Live Answer Detected

“Hello. This is a reminder call from <name of office/department/doctor as appropriate>, for an appointment scheduled for <tomorrow, or Monday if call placed Friday>, <month and date> at <time of appointment>. If you are unable to keep this appointment, ** please call our office as soon as possible to reschedule, at <office contact number> between the hours of <office hours>. Thank-you! “

**An optional enhancement allows the patient called to “press 1” to be connected with the office to ask questions or reschedule the appointment.

Answering Machine Detected

“This is a reminder call from <name of office/department/doctor as appropriate>, for an appointment scheduled for <month and date> at <time of appointment>. If you are unable to keep this appointment, please call our office as soon as possible to reschedule, at <office contact number> between the hours of <office hours> Thank-you! “ Reports will indicate if a voice notification was completed reaching a live person or by leaving a message on an answering machine.

No Answer or Busy Detected

The system will retry at later intervals up to 3 times. Reports will indicate how many attempts, when they took place, and the outcome such as No Answer or Busy. It will show time each attempt took place and the result.

Do Not Call List

You can easily add patients to your "Do Not Call" list by logging into the web site and adding their phone number to your Do Not Call list. The patients number is stored in an exception database, which is always checked prior to placing reminder calls. This complies with HIPAA requirements and saves having to filter out patients who do not want reminders.

Multi-Provider Environment

Reminder messages can be set up for multiple departments, locations, or doctors so the patient hears in the reminder message “…your appointment with Dr. Smith…” or “… your appointment at our Main Street office …”.

You can record your own introduction to reminder message or optionally record a post message that might contain special instructions relative to the particular appointment (such as preps and precautions), directions, or contain insurance information.

Reports

Appointment Reminder reports are emailed daily to your key personnel, and real time reports are always available on the web site. Reports indicate:

• The name and number called
• The appointment time
• The time and date the reminder call was placed
• The number of attempts
• Indicate if notification was left with a live person, answering machine, or unsuccessful attempt because of Busy or No Answer
• Email - time sent
• SMS Text message - time sent

Voice notifications are considered Complete if left with a live person or message was left on an answering machine.