Zoom Meeting Reminder

In 2022, Zoom has become one of the leading video conferencing software apps. It enables you to virtually interact with co-workers when in-person meetings aren’t possible, and it has been hugely successful for social events, too. Make no mistake: Zoom is an essential tool for small-, medium-, and large-sized teams who want to keep in touch and continue their daily workflows with minimal disruption.

Zoom has empowered patients, physicians, and other healthcare professionals to communicate face-to-face with Zoom video during doctor/physician appointment visits. It is important to have Zoom meeting reminders for all your meetings. Even with the accessibility of Zoom, the no-shows are real. They present a hurdle to ensuring quality care for patients and create a financial and administrative burden for healthcare systems.

It’s been nearly three years since COVID-19 started sweeping across the world, accelerating the widespread adoption of telehealth solutions with it. Although usage has fallen slightly since its peak in 2020, Zoom appointments remain 11 times higher than before the pandemic. Many providers even believe that up to 60% of primary care will occur virtually in three to five years. Despite this growth, however, a significant number of patients still miss their telehealth appointments.

61%of patients in the U.S. plan to access healthcare in person and virtually moving forward (Zoom-Qualtrics Research, 2021)

Approximately 441 million virtual visits are expected to take place in the U.S. in 2021 (Forrester, 2020)

Zoom appointments will Expand patients Care and Communications

Improve Patient Outcomes

Maximize Resources

Boost Internal Communications

Zoom No-Shows

 

Expedite hospital staff and specialist collaboration for patient care with real-time video communications.

 

Utilize the resources and hardware you already have and expand the capabilities that Zoom offers.

 

Foster collaboration and face-to-face meetings, training, and recruiting with participants in any location.

In today’s virtual world of health, this is a common scenario for a lot of medical professionals. Whether it’s because the patient had an emergency or their calendar was simply overbooked. 

As virtual meetings have greatly increased, here are four tips to both prevent Zoom no-shows and respond to them when they do happen.

No-Show PREVENTION

1.     Confirm the appointment the day before or the day of the meeting.

In the medical field, we’ve long been told to confirm the meeting in advance by either Zoom reminder email, text, or call. But in virtual appointments, confirming the meeting in advance is a MUST. Your offices and team are busy. They are overbooked and overwhelmed. They are looking for ways to free up their time and remove meaningless meetings from their calendars. Your job as the doctor or head office manager is to make them want to attend the meeting. Make it easy for them to accept and join the meeting.

2. Send a Zoom reminder link.

Once you send a Zoom reminder, add the meeting link to your calendar invite either the day before or the day of the meeting. This gives you a legitimate reason to reach out and confirm the meeting in advance.

3. Ensure an agenda is in your invite.

When you do this, you’re providing purpose and clarity. You’re setting the tone and letting your prospect know what to expect. This increases the likelihood of them showing up to the meeting because they know exactly what the meeting is for and can come prepared. After all, you have done your part to prepare a meaningful meeting for them.

4. Set an alert when you send your calendar invite.

On most calendar invitations, like Gmail or Outlook, you can set a reminder or alert to go off 5-to-10-minutes before the meeting. Use this feature as an added reminder to notify your prospect that your meeting is coming up. This is a great way to help keep the meeting top-of-mind and prevent no-shows.

These four steps will help you be proactive in your efforts to prevent virtual no-shows, but you still need to be prepared when it happens.

In the event of a no show, here is the timeline I follow:

5-minutes later:

Pick up the phone and call your patient. Despite your best efforts, things happen, and people forget or need to cancel. If they don’t pick up, here’s a sample voicemail you can leave: “Hi, Ashley. This is Marta Mercado. I’m on the Zoom link for our 10 am this morning and wanted to make sure you had the link. If a phone call is easier for today, you can call me back at 232-323-2323. Otherwise, I’ll wait for another 5-minutes in case you’re in another meeting that’s running over. See you shortly online or call me at 232-323-2323. Thank you.”

10-minutes later:

Send a Zoom reminder email as a follow-up to your voicemail message. Suggest alternative times to reschedule. Your email would say something like: “Hi, Ashley. I’m assuming something unexpected came up at our meeting time and certainly understand things come up completely out of your control. As an alternative to today, below are two options for us to meet later this week.

Option 1: Date/time
Option 2: Date/time

Please let me know what works best and I’ll send an updated calendar invite. Thank you.”

2 days later:

Send a video message via appointment reminder email. This is a great way to re-engage your patient and add a personal touch. Your video should be a minute and a half or less. Use it to share the value you can bring, for example: “Hi, Ashley. I tried to reach you by phone, text, and email but thought I would get a little creative and try the Zoom reminder video. I’ve been thinking about your appointment, and I’ve got a few ideas that may make a difference in your health. Let’s reschedule and I’d like to talk through this with you and also share with you what I had prepared for our session. Below is this video, which you will see in my email two times. If these don’t work, let me know better options for connecting. Talk with you soon!”

 

 

Zoom Reminder Text (SMS)

Send text reminders to your customers! They will never again miss an appointment with you. Text messages are the simplest and easiest way for your customers to receive an appointment reminder.  You can completely customize your text message and content. In addition, you can allow your customers to confirm or text back a custom reply. This can be viewed in real-time through our customer portal.

 

Zoom Reminder Call

Utilize call reminders when your text message reminders fail (roll over automatically and with no additional charge), or when you have more information to relay to your customers than will fit in a text reminder. Depending on your business and customer’s needs, a phone call reminder may be a better choice. We also allow you to send call reminders from your verified office Caller ID.

 

Zoom Reminder Email

Add your logo, branding colors, company name and number, and other custom fields to your email reminders.  Allow your customers to confirm appointments by pressing buttons in your email. Our emails are readable in most email programs and configured to avoid spam filters.

Zoom Appointment Reminders

Create and share a Zoom appointment automatically

Auto-generate Zoom meeting links and conference details when a virtual meeting is scheduled. The details will be sent in the automated confirmation as a Zoom reminder email, or you can send a Zoom reminder text. The meeting will also be added to your and your client’s calendars.

Take complete control of your meetings

Configure the following meeting settings for every meeting type even before the meeting is scheduled: mute participants, allow them to join before the host, automatically disable their videos, and more.

Reduce No - Shows

Automated Zoom appointment and meeting reminders at preset times ensure that participants never miss their bookings again. You can choose to send them a Zoom reminder call, email, text, or calendar reminders using Appointment Reminders.

Update Zoom meeting details in real-time

Don’t worry about multiple meeting links in case of rescheduling. Meeting details will automatically update in real-time when you reschedule.

Zoom Tips, Dos & Don’ts

Zoom Dos & Don’ts behaviors are maintaining professional composure and behavior while on a Zoom appointment call or live session. Since Zoom meetings can be substantially different from their in-person counterparts, there’s an additional set of expectations to which we must adhere to best present ourselves to our colleagues.

1. Close Out of Other Apps

During in-person meetings, it’s an expectation that we close our laptops unless we’re sharing on-screen content with attendees or taking notes. However, with Zoom meetings, closing your laptop is an impossibility.

However, to remain distraction-free and ensure you’re giving your full attention to the meeting, the next best thing to do is close out all other windows and apps aside from Zoom (unless you’re presenting or taking notes). This means you should minimize your email inbox and quit any messaging apps you have open. Like they would be during in-person meetings, your messages will be waiting for you afterward.

2. Shut Off your Second Monitor

Dual monitors are a perfect efficiency hack, as they can increase productivity by up to 30%. However, they’re less-than-ideal when it comes to focusing on Zoom meetings. When that second monitor is on, it’s all-too-tempting to check your email (or – let’s be honest – Twitter) and lose focus on the meeting. To replicate the experience of an in-person meeting and increase your focus on the speaker or discussion at hand, unplug your laptop from your second monitor. Otherwise, your eyes may be tempted to drift off to the side, letting your fellow attendees know you’re less-than-interested in the matter at hand.

3. Keep Your Camera On

One of the many perks of working remotely is stressing less about looking presentable – especially when during Zoom meetings, privacy is a click away with the “Camera Off” button. However, whether it’s a company-wide meeting or a one-on-one talk with your manager, turning off your camera doesn’t always give off the best impression. For example:

  • Coworkers may perceive you as being mentally or physically absent from a large team meeting, as there is no way to verify your presence or engagement.
  • It can come off as impersonal – particularly if you’re in a one-on-one or small group setting – as your coworkers still rely on limited body language and facial expressions, they’re able to observe through your camera. Remember, these meetings are the only time many see their coworkers, so don’t limit their already limited time with you.
  • Especially if you are in a doctor visit and they need to see the issue you may have (rash, cut, bruise on back, etc.)
  • It presents an accessibility hurdle for those who read lips – and while lip-reading on Zoom isn’t perfect as is, keeping your camera on can clear up some misconceptions or misunderstandings, since people can see what you’re saying.

4. Turn Off Your Mic When You’re Not Speaking

That dog, kid, or siren in the background can be a real mood killer during a serious business meeting.

While these interruptions are an inevitability of remote working, limiting them is basic Zoom protocol – and they can be limited by simply muting yourself when you’re not speaking in a team meeting. Not only does muting yourself reduce these interruptions, but it’s also helpful for those struggling to hear a speaker. Consider those who have construction or road work going on outside their windows or those who are hard of hearing and struggle to make out a speaker’s words even without distracting background noises. With additional distractions, a Zoom meeting becomes even more difficult.

5. Adhere to Meeting Start and Stop Times

In the office, it’s easy to remember when your meeting is over when the person waiting for the conference room knocks on the door. On Zoom, it’s not that simple. While no one is impatiently waiting for you to finish your discussion to use your meeting ID number, there’s a chance people in your meeting have another Zoom to hop on to right after the one you’re currently in. Because of that, make sure you respect start and stop times and speak up when someone is not doing so. A simple “sorry to interrupt, but we’re two minutes over – could we regroup this afternoon when we’re all free again?” could save someone a massive headache. It will benefit you when you send your team or patient their Zoom reminder email 5 days before you can give them a scheduled time. Also, a simple Zoom reminder text or call the day before with the details will keep them alert.  

6. Side-by-Side Viewing

When someone is sharing, go to your View menu (on a laptop/computer in the upper right-hand corner of your Zoom Window) and select, Side-by-side: Speaker. You also have the new option to select Side-by-Side: Gallery Both are great ways to view a presentation. Pass it on to your participants.

7. Where Do I Look?

In Gallery view (no sharing), you may find your eyes are looking down because you are talking to someone in the bottom corner of your screen. Just click on their image and drag it up next to your camera, and it will appear that you are looking at them directly. Drag as many images as you want. Your custom order will be seen only by you, but if the host does this, they have the option to select Follow Host’s Video Order, so that everyone sees the same order on the screen. If it’s a small group, say for a discussion, then you could have participants talk in the order everyone sees.

Zoom appointments and video conferences are bringing this remote workforce together in a way that’s keeping workplace culture and office friendships alive. This can only happen if we remember to follow these simple yet essential rules of Zoom protocols. Next time you have a video call, make sure you’re sticking to these 7 – Zoom reminders for a better experience for yourself, coworkers, and patients.

How to enable a Zoom reminder for meetings in Zoom Rooms

  1. Sign in to the Zoom web portal.
  2. Click Room Management Then Zoom Rooms. 
  3. You can use location hierarchy to enable this setting for a specific room or location. Click Account Settings to enable it for the entire account. 
  4. Click the Meeting tab.
  5. Toggle the Upcoming meeting reminder to on .
  6. Select where and when to show the reminder then click Save.
  7. (Optional) To make the Upcoming meeting reminder mandatory for all rooms, click the lock icon .

Zoom Registration Reminders

 If you elected to use Zoom registration for your meetings, you can resend the confirmation email as a weekly reminder. It takes a few steps but delivers a consistent message.

  1. Log in to your portal and click on your Meeting topic
  2. Scroll down to the bottom of the screen
  3. Under Registration, Manage Attendees, click on View (on the right)
  4. Then, click the box to the left of the Registrants heading (it will select everyone on that page) 5. Scroll down to the bottom of the page and click Resend Confirmation Email
  5. Go to the next page to select and send (repeat steps 4 & 5)

Reminding your customers to come to their appointments is easier than ever through our automated reminder service. Many customers these days even EXPECT you to send them a reminder. Using our automated appointment reminders, you can send a reminder in your customer’s preferred outreach method whether it’s a Zoom (call, text, or email), and add specific information about the type of appointment you are reminding them about.

All appointment reminder account tiers come with a 30 Day Trial – no credit card needed (up to 30 reminders) We don’t believe that there is any benefit to holding a company to a contract if the service is not a good fit.  Our high-quality appointment reminder service speaks for itself. We are sure that our services will benefit your company by decreasing no-shows and increasing your customer’s satisfaction!

 

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