Sending appointment reminders and tracking no-shows consumes significant staff time each day. Manual reminder lists are error-prone, delivery is untracked, and follow-up is reactive and delayed.
Automation monitors the calendar, sends reminders automatically at the right time, tracks confirmations, and alerts staff immediately when a client does not show. The result is fewer no-shows and more time for client care.
The full workflow, from trigger to completion.
The automation detects a new appointment or an existing appointment reaching 24-48 hours before the scheduled time.
The automation reads the appointment record, extracting client name, phone number, email, appointment time, and therapist name.
An automated SMS reminder is sent to the client's phone number at the optimal time (24 or 48 hours before), with appointment details and a confirmation request.
The reminder send is logged as a contact activity, creating an audit trail and enabling follow-up tracking.
The automation waits for a client response (reply to SMS or email). Confirmations are captured and stored.
The system checks if a confirmation was received within a set timeframe (e.g., 12 hours before appointment).
If no confirmation is received, a alert is sent to the receptionist or therapist, flagging the client as a potential no-show risk for manual follow-up.
After the appointment time, the automation checks to confirm attendance. If the appointment is marked as no-show or cancelled, a record is created and a notification is sent for immediate follow-up.
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