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Automated Reminder Calls

What are Automated Reminder Calls?

Reminder Call Technology

Automated reminder calls are telephone calls made by an automated dialing system that deliver a pre-recorded message to the recipient. 

These calls are commonly used by businesses, healthcare providers, service organizations, and others to remind individuals about upcoming appointments, payment due dates, events, or other important commitments. The primary goal is to ensure that the recipient remembers to attend, pay, or take some specific action by a certain date or time.

The process typically involves the following steps:

  1. Scheduling: The organization schedules a reminder call for a specific time and date, often determined based on the timing of the event or deadline for which the reminder is intended.

  2. Message Creation: A pre-recorded message is created, detailing the specifics of what the recipient is being reminded about. This message may include the date, time, location of the appointment or event, or any other relevant details.

  3. Automated Calling: At the scheduled time, an automated dialing system places calls to the list of recipients who need to be reminded. When the call is answered, the system plays the pre-recorded message.

  4. Confirmation and Follow-up: Most systems (including ours) allow recipients to confirm their attendance or reschedule appointments directly through the call by pressing specified keys on their phone keypad. Additionally, the system may be set up to send follow-up reminders if necessary.

Automated reminder calls are highly efficient for organizations because they reduce the need for manual calling, save time, and can significantly decrease the rate of no-shows or missed deadlines. They also offer convenience for recipients by providing timely reminders without requiring direct interaction with a staff member.

Reminder Call Statistics

  • According to the Medical Group Management Association (MGMA), nearly 88% of healthcare leaders reported that their organizations use automated appointment reminders, which has led to higher revenue, lower no-show rates, better patient compliance, and more efficient appointment utilization among other benefits.

  • The American Journal of Medicine highlighted that no-show rates for patients dropped by half when they received automated reminder calls. This not only helps in maintaining the schedule efficiently but also strengthens the relationship between clients and businesses, ensuring they remain at the forefront of their clients’ minds.

  • Optimizing Number and Timing of Appointment Reminders: This study, conducted within Kaiser Permanente Colorado’s integrated healthcare delivery system, aimed to find the optimal timing and frequency for appointment reminders. It compared the effectiveness of reminders sent 3 days before, 1 day before, and both 3 days and 1 day before an appointment. While specific outcomes on automated calls alone aren’t detailed separately, the study emphasizes the general effectiveness of reminders in reducing missed appointments and discusses the strategic implementation of reminder systems within healthcare settings.

  • Text-messaging versus Telephone Reminders: A study published in BMC Health Services Research explored the effectiveness and cost-effectiveness of text messaging compared to telephone reminders in reducing missed appointments at an academic primary care clinic. It found that both methods were effective.

Automated Reminder Calls
Automated Reminder Calls

Given the choice between phone calls, texts, or emails, many patients prefer calls, especially those who may not be technologically savvy or do not have access to text messaging services. 

 

Studies have shown that the effectiveness of phone call reminders is comparable to SMS reminders, allowing businesses to tailor their reminder strategy based on what best fits their client’s needs without worrying about the impact on the effectiveness of the reminders.

When to use Reminder Calls

Automated Reminder Calls are a great choice when you have a lot of information that you need to convey. You can also set up your account to trigger reminder calls if text message reminders fail due to an invalid mobile number. 

In some cases reminder calls are simply the best choice based on the demographic and the type of appointment it is. For example, if you are reminding someone of a specialized procedure with lots of specific instructions, it just makes more sense to put that in a call (or maybe an email reminder)  rather than a text message. Text message reminders are excellent for short messages with just basic information. Also, if you are attempting to reach an older demographic, many times a call may be a better choice simply because many people either prefer calls, or do not have texting capabilities.

You will need to consider your specific use-case when deciding whether to use call reminders. As for which outreach method is more effective in reducing no shows, our experience as well as study data on texts vs calls show that they have very similar outcomes.

Automated Appointment Reminder Calls

Sending Reminder Calls with AppointmentReminders.com

AppointmentReminders.com Appointment Reminders

AppointmentReminders.com specializes in sending automated call appointment reminders! 

When you send automated call reminders with us, you can expect all of these features and more!

Send Your Reminder Calls at the Appropriate Time

Woman Meditating to Reminder Calls

Our reminder system allows you to schedule your reminder calls at the appropriate time.   You can also trigger them when an event happens such as a text message or email failure.

For example, you can send a reminder a week ahead of the appointment and then another on the day before the appointment.  You can also change the reminder content based on the customer or patients reply to the initial reminder.  Say the customer or patient confirms the appointment using the reminder call you send out one week prior. In this case, you may want to just give them a gentle reminder the day before, rather than asking for another confirmation.

When you send your reminder calls, really depends on a few factors. If this is an annual appointment, you may want to send a reminder a couple weeks prior to the appointment. And then send another one a couple days before. However, if this is a recurring weekly appointment, probably one reminder on the day before or even on the day of the appointment is sufficient.

Learn your magic number as far as optimizing number and timing of reminders.  This way you keep your customers happy and informed without annoying them or causing them to opt out of your reminders.

Allow Your Patients or Customers to Reply to your Reminder Calls

Call Reminder Keypress

Allow your patients or customers to confirm the appointment with a simple keypress! In fact, we allow you to add up to 3 reply digits to each reminder call. 

For example, a typical scenario may be where you would allow your customer to either “confirm”, “cancel”, or “reschedule” the appointment by pressing the 1,2 or 3 keypress on their phone.

Which digits you allow is entirely up to you.  You may want just allow “confirm” or perhaps you do not want to include the ability to reply at all. With our call reminders, you can include whichever replies are necessary for your specific case.

As well, we allow your customers to opt out of reminders using a simple key-press. If someone presses ‘9’ in response to a call type reminder, they will be unsubscribed from calls. If you want people to be aware of this option then you will need to add it to your call type reminder (e.g. press ‘9’ to unsubscribe).

Generate your calls from your Caller ID

Phone showing unknown caller id

You can also configure your phone call reminders to originate from your office Caller ID so there is no confusion about who is calling. This leads to more people answering your automated reminder calls and in turn showing up for their appointment.

In fact, you can add as many Caller IDs as you like with our service.  This way if you have different locations that are sending out call reminders, they can all originate from the phone number associated with that location.

It’s very easy to add Caller IDs as well.  Simply go the the Caller ID Screen and add a caller ID.  Then click on verify.  This will place a call to you at the caller ID that you entered and ask you to enter a code.  Once you enter the code, the Caller ID will be verified.  Now you can send your call reminders from this number.  If you are unable to verify the Caller ID through this method, let us know and we can usually add it for you.

Roll Your Automated Reminder Calls to Texts or Emails

Just like we provide the ability to roll failed text messages to email or call reminders, we also provide the ability to roll failed call reminders to email reminders or text reminders.

This way, you can be sure that even if we are unable to deliver the call reminder, your customer will still get the notification via text message or email.

Your customers can also unsubscribe from just the call reminders which will result in an automatic rollover to text or email (however you set it up).

Call Reminders Text or Email