Take action and follow these simple steps to enroll in our program. You can be addressing missed appointments issues by sending reminders sooner than you might think.
1 - Create your account and Login ID (at no charge) by clicking on Sign Up! - or just give us a call.
2 - Create your script of what the reminder message will say. We are happy to help with this!
3 - Upload your call list from your appointment scheduler, in a spreadhseet or other format.
4 - Receive a call reminder from our messaging system and review all your reminders just as your patients will receive them.
Whether your office sends voice, email or text messages, patients receive them based on the information contained in your schedule. It is similar to how a form-letter generates many documents, each personalized to a specific individual. For each patient appointment our system takes the pieces of information from your list then drops them into the message being spoken, emailed or texted to the patient. This all happens in a real-time process. Results are reported back to your office in a Daily Reminder Results spreadsheet, posted to your account on the website.
Let's say your office generated an Excel file of Friday's appointments and uploaded it to your reminderXchange website account. These steps are usually quickly and easily done by someone in the office or automated depending on your appointment scheduling software and system capabilities. This is what that Excel file might look like:
GENERATION OF VOICE MESSAGES:
Our system continually monitors the website and has downloaded your list. With a message script and template already in place specific to your office, we now process your outgoing calls. The appropriate fields from your list are spoken at the exact time within the message reminder script generating a seemless and personalized call to each patient.
We also detect if the call is answered by a person, machine or voice-mail and adjust messages accordingly. This allows for appointment confirmation via touch response when a person answers but when voice mail picks up those words and options are skipped. Delivery of the important information you need patients to get and allowing them to respond, confirm or connect with your staff is proven to be a very effective communication channel.
--- READ ALONG ---
Hello, this is [Practice Name] calling to remind [Patient First Name], that you have an appointment scheduled with [Provider Name] on [Appointment Date], at [Appointment Time].
If you would like to change or cancel your appointment, please call us at: [Practice Phone]. That number again is: [Practice Phone]. Please press 1 now to confirm your appointment.
Thank you, and we look forward to seeing you.
GENERATION OF EMAIL MESSAGES:
Our system continually monitors the website and has downloaded your list. With a message script and template already in place specific to your office, we now process your outgoing emails. The appropriate fields from your list are dropped into each email similar to how a form-letter works.
Emails are sent with a name and return email address specific to your office. This allows for patients to respond directly to your office and communicate with your staff via email if and when they choose. Many offices implement and monitor an email box such as " Appointments@ABCMedical.com."
GENERATION OF TEXT MESSAGES:
Our system continually monitors the website and has downloaded your list. With a sms reminder message script and template already in place specific to your office, we now process your outgoing text messages. The appropriate fields from your list are dropped into each text. Keep in mind that text messages are limited to 160 characters.
The option for patients to respond is also available. A typical text template may include "reply yes to confirm your appointment." Responses and results are reported back to your office on a Daily Reminder report which gets posted to your account on the website.