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Send appointment reminders that cut no-shows
A set of short, friendly reminder and confirmation messages for each appointment type, ready to load into your practice's messaging system.
When to use it
When you set up or refresh your reminder messages
Step by step
Gather what each appointment needs
For each appointment type (blood test, scan, consultation, procedure), note how far ahead to remind, what patients must bring and how to cancel. Leave out any patient details.
Draft the message set
Paste this into your AI assistant with your notes.
Prompt to copyWrite appointment reminder messages for a [type of practice]. For each appointment type below, write: 1) a booking confirmation, 2) a reminder to send [number] days before, 3) a same-day reminder. Each must be under 300 characters so it fits a text message, include placeholders like [patient first name], [date], [time] and [location], say what to bring, and explain how to cancel or rebook by [phone number or link]. Use a warm, plain tone and no medical advice. Appointment types and details: [list].Get them approved
Ask your practice manager to check the wording, especially any preparation instructions, before anything is sent to patients.
Load them into your systems
Add the approved wording as templates in your practice's booking or texting system, and save the email versions as Outlook templates (Quick Parts or My Templates) for patients who prefer email.
What you get
Reminder (2 days before): Hi [first name], this is a reminder of your blood test on [date] at [time] at Elm Street Clinic. Please bring your appointment letter. Can't make it? Call 01234 567890 so we can offer the slot to someone else.
Tips
- The AI only writes the templates; patient names and dates are filled in by your own booking system, never pasted into a public AI tool.
- Mentioning that a cancelled slot helps someone else tends to make people more likely to let you know.