Appointment reminders
Appointment reminder software that patients reply to
CAi sends each patient a WhatsApp reminder before their visit. They confirm, move it or cancel by replying, and your diary updates itself. When a slot comes free, CAi offers it to the patients waiting for one.
Your clinic online Your clinic: Hi Priya, a reminder of your appointment tomorrow, Thursday, at 17:00. Can you confirm?
Patient: I can’t make it tomorrow, sorry. Could I come Friday?
Your clinic: Of course. I have Friday at 12:00 or 18:30. Which suits you?
Patient: 12:00 please
Your clinic: Done: Friday at 12:00. Your diary is updated and you’ll get a reminder the day before.
The messages
What CAi sends, and when
Each message goes out on its own, from your clinic’s WhatsApp, in the tone you use with your patients. Every reply goes straight into the diary.
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As soon as they book
The confirmation
The booking confirmation goes out on WhatsApp with what the patient needs to know before the visit: what to wear, what to bring and how to find you.
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Before the visit
The reminder
CAi asks the patient to confirm and chases the ones who haven’t replied.
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If plans change
Rescheduling by reply
The patient says what suits them and CAi offers real free slots from your diary. It never offers one that isn’t free.
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When a slot comes free
The waiting list
When a patient cancels, CAi offers the free slot to the patients on your waiting list and books the first one who says yes.
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After discharge
Bringing patients back
CAi spots the patients who finished their plan and never came back, then messages them in your clinic’s tone. It asks you first.
And by phone: Reminder calls 24 hours and 2 hours before the appointment, with the option to reschedule there and then.
DNAs
Fewer DNAs, and you know who’s coming
A patient who did not attend leaves an empty slot that nobody else could book. A reminder they can answer in one line gives them an easy way to cancel or move the visit in time, so someone else can have the slot.
Reminders cut no-shows by 67%.
Each morning CAi tells you on WhatsApp how the day looks and which appointments are still unconfirmed.
A review of 105 studies put the average no-show rate for healthcare appointments at around 23%, with big differences between regions.
Cancellations
A cancelled slot doesn’t stay empty
When a patient cancels on WhatsApp, the gap in your diary is a problem only if nobody else hears about it.
When a patient cancels, CAi offers the free slot to the patients on your waiting list and books the first one who says yes.
Patients who haven’t come back
CAi spots who finished their plan and never returned, and messages or calls them to win them back. It asks you first, and it uses your clinic’s tone.
- Tom R.
- Aisha K.
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- Priya S. Cancelled on WhatsApp
- Waiting list Offered to the waiting list
- Gareth L. Booked from the waiting list
- Free
Privacy
Official WhatsApp, and your patients’ data looked after
Reminders carry personal data, so how they’re sent matters as much as what they say.
Questions
Frequently asked questions
Setting reminders up on your own? Our step-by-step guide has templates.
WhatsApp reminders: the guide Do patients need to install anything?
No. The reminders arrive in their WhatsApp, from your clinic’s account. To confirm, move or cancel the appointment, they just reply.
What about patients who don’t use WhatsApp?
CAi can remind them by phone as well. Reminder calls 24 hours and 2 hours before the appointment, with the option to reschedule there and then.
Can a patient move their appointment by replying?
Yes. CAi offers real free slots from your diary, books the one the patient picks and frees the old one. It never offers a slot that isn’t free.
What happens to the slot when someone cancels?
When a patient cancels, CAi offers the free slot to the patients on your waiting list and books the first one who says yes.
Do reminders really cut DNAs?
Reminders cut no-shows by 67%. Your own figure will depend on your patients and how far ahead they book. The best way to find out is to measure your DNA rate for a few weeks before and after.
Is it GDPR compliant?
We comply with the GDPR and Spain’s data protection law (LOPDGDD). HeyCAi is the data processor; your clinic is the data controller. Everything is on our security page.
Which diary does it work with?
Books directly into PracticeHub and QuiroHiro, and into other diaries such as Cliniko, Jane App or Google Calendar.
Live demo
See what CAi would send your patients
Give us your clinic’s website and your mobile. CAi reads the site and rings you, so you can hear it book, move and confirm appointments for your clinic.
- Type your clinic's website and your mobile.
- CAi reads your website and gets ready as your reception.
- It calls you: answer as if you were a patient.
- The demo is free: no card, no sign-up, no commitment.
- Your phone rings in about 30 seconds.
After the demo
Book a video call with Josep