Online Reminder

There are hundreds of things to juggle when running your medical practice or company. It can be difficult to decide where to focus your efforts. Some practices and companies hesitate to implement an appointment reminder system because they worry that it might take up too much time for their staff to set up. Some businesses say they “just don’t see the point in launching a new service”. However, automated appointment online reminders emails are essential for running your practice: They save your staff time, maximize your revenue, and increase patient satisfaction.

What is an Automated Online Reminder?

In the past, medical practices would make calls to each patient to remind them of their upcoming appointments. Modern technology makes it easy to automate this system while still providing medical patient care. With an online reminder system such as Appointment Reminders, you can customize your messaging and send reminders out at certain intervals. Send one a week before an appointment and the preceding day. You will have the ability to choose how patients receive these messages, so patients can choose from emails, texts, and phone calls to find the channel that works best for their schedule. For example, you may want to let your new patients know that they need to arrive early to fill out the appropriate paperwork, or maybe you want to let your patients know that they need to fast before a lab appointment. You can also include links to download forms and paperwork as well.

Our service will read the appointment type that you send us your EMR (Electronic Medical Record) and send out the appropriate automated patient reminder. Our service is WAY MORE FLEXIBLE and customizable than built-in Reminders from your EMR.

Save Your Staff Time

If your staff is still making manual phone calls to remind patients of upcoming appointments, they’re detracting from time that should be spent on caring for patients, following up on unpaid bills, and marketing your practice. By sending an online reminder email, you save dozens of hours every week and focus your efforts where they’re needed most. The appointment reminders can be fully automated and utilize every channel, so your patients can enjoy texts, phone calls, and email reminders depending on their preferences.

HIPAA Online Reminders

The use of HIPAA-compliant medical online email reminders benefits your office staff as well. Your employees can spend more time taking care of your patients when they show up, instead of tying up the phone lines with reminder calls. Your patients will appreciate it when your receptionist is not rushing them through the check-in process.

A lot of appointments are made far in advance. A friendly reminder can encourage your patients to show up even when they don’t remember making the appointment because it was done months ago. Our appointment reminder service for doctors and medical staff allows you to send out reminders as far in advance as you wish. As well, we give you the ability to easily send multiple reminders for an appointment and roll failed patient text reminders to automated call reminders at no extra charge.

Reduce No-Shows

Most medical professionals who use our services experience a huge reduction in no-shows. A HIPAA-compliant online email reminder is worth it financially even if you only prevent ONE no-show. Of course, another real benefit is that you won’t have to spend all day at work waiting for patients who don’t show up.

Appointment Reminders service will give you a clear advantage in your office, the amount of time it frees up for your staff to focus on more productive tasks and the patients present in your office. You will have more time to get to know your patients better, you will create more opportunities for receiving critical feedback about their experiences and needs, and you can better ensure you are providing the highest quality of care to every patient every day.

Improve Health Outcomes

The value of utilizing Appointment Reminders and our online email reminders will reduce no-shows. Late arrival appointments also play a key role in improving health outcomes. By sending automated online email reminders for a patient’s overdue or upcoming follow-up appointments, you are helping to ensure your patient’s health stays at the top of their mind. Assisting your patients in keeping current on their regular care helps in preventing illnesses and maintaining a patient’s wellness. Staying connected to your patients throughout the care continuum is vital to short-term successful health and better overall health outcomes.

Increase Your Revenue

One of the biggest challenges medical offices and businesses will face is No-Shows which take up time and reduce revenue. One study found that no-shows cost the U.S. health care system more than $150 billion a year and individual physicians an average of $200 per unused time slot. Whether patients show up, healthcare organizations and medical practices still must pay their staff and cover expenses like rent and the cost of equipment. No-shows can lead to incredible losses for your practice. The average value of a single visit for these specialties ranges from $125 to $350. The costs can end up being in the thousands every month. No shows will reduce your practice revenue and force your staff to waste time rescheduling. Reducing no-shows is essential to maximize your practice’s revenue, and automated online email reminders are a very efficient tool to ensure patients show up on time.

Increase Patient Satisfaction and Loyalty

Modern dental practices thrive on a loyal and satisfied patient base, so you want to give them the latest technology. Online email reminders help organize their busy schedules and are essential for parents managing large families who need to be on a schedule. Personally, my household lives off our family calendar, and if it didn’t get added it is not happing. In addition, Appointment Reminders allows you to tailor your channels to each patient’s preferences, allowing them to choose between online reminder email, automated voice calls, and texts. This customizable support makes your patients feel valued and increases the likelihood that they’ll refer your practice to friends and family!

Online Appointment Scheduling Script

Detailed Online Reminder

Dear [PATIENT NAME],

This email is to remind you that you have an appointment with [PROVIDER NAME] on [DATE] at [TIME]

Please keep the following in mind when preparing for your appointment:

New patients should arrive at least 30 minutes early to fill out the required paperwork.
Please remember to bring [IMPORTANT DOCUMENT].
To ensure that all patients are seen promptly, your appointment may be rescheduled if you are more than 30 minutes late.

If you are unable to make your appointment, please call or text our office at [PHONE NUMBER] as soon as possible.

Otherwise, we look forward to seeing you one [DATE] at [TIME]

Sincerely,

[PRACTICE NAME]

Formal Online Reminder

Dear [PATIENT NAME],

We are writing to remind you that you have an appointment with [PROVIDER NAME] on [DATE] at [TIME].

Please remember to bring [IMPORTANT DOCUMENT] and arrive 30 minutes early.

If you are unable to make your appointment, please call or text our office at [PHONE NUMBER] as soon as possible.

Otherwise, we look forward to seeing you on [DATE] at [TIME].

Sincerely,

[PRACTICE NAME]

Short Formal Online Reminder

Dear [PATIENT NAME],

This email is to remind you that you have an appointment with [PROVIDER NAME] on [DATE] at [TIME]. Please try to arrive 30 minutes early. If you won’t be able to make your appointment, please call or text our office at [PHONE NUMBER] as soon as possible.

We look forward to seeing you on [DATE] at [TIME]

Sincerely,

[PRACTICE NAME]

Casual Online Reminder

Hey [FIRST NAME],

This is a friendly reminder of your appointment on [DATE] at [TIME] with [PROVIDER NAME]. We have a few other things we’d like to remind you of as well:

Please remember to bring [IMPORTANT DOCUMENT] and arrive 30 minutes early.

If you’re over 30 minutes late, your appointment may be rescheduled.

If you are unable to make your appointment, please call or text our office at [PHONE NUMBER] as soon as possible.
Otherwise, we look forward to seeing you on [DATE] at [TIME]

Sincerely,

[PRACTICE NAME]

HIPAA Online Scheduling

We specialize in HIPAA Compliant Appointment Online Reminders for patients. Data security and privacy are at the forefront of technology, especially where medical records and information are concerned.

We take extra steps to ensure that any data you share with us is secure, private, and confidential.

Follow the HIPAA guidelines of the Health Insurance Portability and Accountability Act
NEVER share your company data or your patient’s data
Only store the minimal data required to send your HIPAA compliant appointment reminders
Encrypt your data when in transit and at rest
Delete your data when no longer needed
Follow all additional HIPAA guidelines
Sign a BAA (Business Associate Agreement) with you. Our BAA can be downloaded here. We can typically sign yours as well if you have your BAA that you prefer to use.

Do I Need HIPAA Compliant Online Reminders?

If your business maintains any type of health information for your patients, you are required to be HIPAA Compliant. Some of the types of businesses that require HIPAA compliance are

Physicians
Surgeons
Dentists
Podiatrists
Optometrists
Hospitals
Clinics

If you store any type of medical information for your patients, you probably need HIPAA compliance. Our appointment reminder service for doctors and medical staff provides HIPAA compliance at no extra charge.

HIPAA Online Scheduling Disclaimer Sample

This is an effective footer for a healthcare organization because it covers all bases within three sentences. The first clause states that the information provided within the email may contain confidential information. Second, it tells the recipient what to do if they’re not the intended recipient. Third, it wraps up by explaining what isn’t allowed by those who receive it.

CONFIDENTIALITY NOTICE: This e-mail, including any attachments, may contain confidential information which is intended only for the use of the individual(s) or entitled named. If you receive this e-mail message in error, please immediately notify the sender by e-mail and delete it. Dissemination, forwarding, printing, or copying of this e-mail without the prior consent of the sender is strictly prohibited.

Thank you for your compliance.

Conclusion

Online reminders are a great addition to practice or businesses that focuses on customer service. By freeing up valuable time, documenting appointment habits, and growing strong client relationships, you and your staff will be able to focus on the details and profit-turning operations of your business.

Less time on the phone calling clients or fiddling with paperwork means more time for building your business. You will be able to improve the customer service and enhance your client’s experience.

If you’re interested in implementing an efficient and effective software that supports appointment reminders, get in touch with us. We’d love to help your business become better.