Text Reminders:

When creating text appointment reminders, it’s important to be clear, concise, and professional, while also being friendly and ensuring that patients feel comfortable confirming or rescheduling. Below is a suggested structure for text appointment reminders along with best practices for verbiage and cadence:

1. Reminder Text
   • This is a friendly reminder from [Practice Name] about your appointment on [Date] at [Time]. If you need to reschedule, please contact us at [Phone Number]. We look forward to seeing you!
2. Reminder/Confirmation Text:
   • This is a friendly reminder from [Practice Name] about your appointment on [Date] at [Time]. Please reply YES to confirm or contact us at [Phone Number] if you need to reschedule. We look forward to seeing you!
3. Day-Before Reminder:
   • Reminder: Your appointment with [Practice Name] is tomorrow at [Time]. If you need to make any changes, please contact us at [Phone Number]. See you soon!
4. Rescheduling/Canceling Option:
   • This is [Practice Name]. We saw your appointment was canceled and wanted to check if you'd like to reschedule. Feel free to contact us at [Phone Number], we’d be happy to assist you!
     • You can also include a link to reschedule if applicable.

Cadence:

1. First Reminder (5 - 7 days before the appointment)
   • Send the first reminder 5 to 7 days before the scheduled appointment. This gives enough time for the patient to respond or reschedule without feeling rushed.
2. Second Reminder/Confirmation (3 days before the appointment):
   • Send a second reminder 24 hours in advance. This ensures the patient has a chance to confirm or reschedule.
3. Third Reminder (24 hours before):
   • Send a third reminder 24 hours in advance. This ensures the patient has one final chance to reschedule minimizing no shows.

Best Practices:

• Keep It Short and Clear: Texts should be short, direct, and clear, avoiding any unnecessary details including PHI.
• Professional, Yet Friendly: Ensure the tone is friendly but still professional. For example, "We look forward to seeing you" sounds warm, but “We’re looking forward to your visit” might feel more formal.
• Response Options: Make sure it's easy for patients to confirm, reschedule, or ask questions. Giving them a clear "Reply YES" or "Contact us at" helps streamline the process.
• Personalization: If possible, personalize each text by using the practice name for a more customized touch.

Email Reminders:

When crafting email appointment reminders, it's essential to keep the tone clear, polite, and professional. The goal is to remind the patient without overwhelming them or seeming too formal. Here's a suggested cadence and verbiage for different stages leading up to the appointment.

1. Initial Appointment Confirmation Email (Sent Immediately After Booking)
   Subject Line: Your Appointment is Scheduled for [Date] at [Time]
   Body: Hi [Patient’s Name],
   Thank you for scheduling your appointment with us! We’ve reserved your time on [Date] at [Time].
   Please take a moment to review the following details
   • Date: [Date]
   • Time: [Time]
   • Location: [Address or Virtual Link]
   • What to Bring: [List of items, if applicable]
     If you need to reschedule or have any questions, please don’t hesitate to contact us at [Phone Number].
     Looking forward to seeing you soon!
2. First Reminder (Sent 3-5 Days Before the Appointment)
   Subject Line: Reminder: Your Appointment is Coming Up on [Date] at [Time]
   Body: Hi [Patient’s Name],
   Just a friendly reminder that your appointment is scheduled for [Date] at [Time].
   Please click here to confirm your upcoming appointment. [Confirm Link] If you would like to reschedule your appointment, please click here [Reschedule Link] or contact us at [Phone Number].
   Here are the details again:
   • Date: [Date]
   • Time: [Time]
   • Location: [Address or Virtual Link]
   • What to Bring: [List of items]
     If you have any questions, please don’t hesitate to contact us at [Phone Number]. We look forward to your visit!
3. Second Reminder (Sent 24 Hours Before the Appointment)
   Subject Line: Your Appointment is Tomorrow at [Time] – We Look Forward to Seeing You!
   Body: Hi [Patient’s Name],
   Your appointment with us is tomorrow at [Time]. We just wanted to send a quick reminder and confirm the details
   • Date: [Date
   • Time: [Time
   • Location: [Address or Virtual Link]
   • What to Bring: [List of items]
     If you need to reschedule, please let us know as soon as possible by contacting us at [Phone Number]. We’re excited to see you soon!
4. No-show Follow-up Email (Sent After the Appointment, if Missed)
   Subject Line: We Missed You at Your Appointment
   Body: Hi [Patient’s Name],
   We noticed that you missed your scheduled appointment today at [Time]. We understand that things come up, so please let us know if you'd like to reschedule.
   To reschedule, simply click on this link [Reschedule Link] or contact us at [Phone Number]. We hope to see you soon!

General Best Practices for Appointment Reminder Emails:

• Keep the tone friendly but professional – You want the reminder to feel personal, not robotic.
• Provide clear and concise information – Highlight the key details the recipient needs to know (date, time, location).
• Give recipients an easy way to reach you – Ensure they know how to reschedule, cancel, or get help if needed
• Respect their time – Be polite about reminding them and never overwhelm them with too much information.