Finding software can be overwhelming. Software Advice has helped many practices choose the right appointment reminder software to automate patient notifications and reduce appointment no-shows.

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Mend is a cloud-based healthcare communication solution that enables patients and providers to connect and share files, messages, assessments, photos and data. Users and providers can use video conferencing and live chat tool... Read more


Recent recommendations: 16 recommendations

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Acuity SchedulingFrontRunners 2021

Acuity Scheduling is a cloud-based appointment scheduling software solution that enables business owners to manage their appointments online. The product caters to the needs of small and midsize businesses as well as individual pr... Read more

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SimplePractice is a cloud-based mental health solution that helps wellness professionals automate processes related to managing client relationships via scheduling, payment processing, documentation and more. Key features include ... Read more

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Marketing 360

Marketing 360 is a cloud-based marketing platform suited for entrepreneurs as well as small and midsize businesses. This solution allows organizations to run social media advertising campaigns, conduct search engine optimization (... Read more

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SimplyBook.meFrontRunners 2021 is a cloud-based scheduling solution designed for service businesses in multiple industries. It provides a booking site so that users can accept online bookings, collect client feedback to optimize revenue and servic... Read more

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VisibookFrontRunners 2021

Visibook is a cloud-based appointment scheduling solution which assists personal trainers, barbers and spas with online bookings and managing customer relationships. Its key features include calendar sync, booking reminders, payme... Read more

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Book Like A BossFrontRunners 2021

Book Like A Boss is a SaaS appointment scheduling solution that helps businesses create an online booking page to manage sales and paid bookings. It lets organizations automatically synchronize calendar entries, display booking av... Read more

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Appointy is a cloud-based scheduling solution that helps professionals and businesses to manage their appointment scheduling activities and routines. The solution can be tailored to suit businesses across industries such as health... Read more

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WellnessLiving is a cloud-based business management solution for wellness studios of all sizes. The key features of the solution include online booking, payments, class scheduling and marketing management. WellnessLiving feat... Read more

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vcitaFrontRunners 2021

vcita is a cloud-based customer relationship management (CRM) solution for small businesses. Entrepreneurs and business owners can manage their client engagements from any device from anywhere. It enables organizations to dri... Read more

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Solutionreach is a cloud-based dental practice management system designed for small, midsize and large offices and specialties. Primary features include appointment scheduling, patient access, reminders, patient education and prac... Read more

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Weave is a comprehensive software solution that includes a web-based phone system, a two-way texting function, customer insights, payment processing, plus more. This solution was built to help businesses with customer communicatio... Read more

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TextMagic is a cloud-based bulk SMS service for small and midsize businesses that is able to send notifications, alerts, reminders and promotion messages via text messages. The web interface allows businesses to upload contact lis... Read more

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PatientPop helps physicians and health care providers attract patients through healthcare sites and social media profiles. The solution provides an appointment-scheduling module that allows patients to request appointments th... Read more

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AppointmentPlusFrontRunners 2021

AppointmentPlus is a cloud-based scheduling tool suitable for businesses of all sizes and industries. It offers configurable appointment setting tools, embeddable features for websites, HIPAA-compliant appointment scheduling for p... Read more

Learn More is a cloud-based solution designed to help medical practitioners send automated appointment reminders and confirmations to patients via text messages, calls and emails. The HIPAA-compliant platform allows business... Read more

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MessageBird is a cloud-based SMS marketing platform designed to help businesses engage with customers across a variety of channels including WhatsApp, voice, live chat and more. The platform enables organizations to track interact... Read more

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Zingit is a patient engagement platform that helps practices increase revenue and create huge efficiencies for the front-office. We automate appointment reminders, scheduling/rescheduling, review requests, recalls & more. We also... Read more

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BookSteam is an online appointment scheduling solution. It offers business and customer-facing functionality so that customers/clients can schedule appointments online, while businesses can manage these appointments on the backend... Read more

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DemandforceFrontRunners 2021

Demandforce is a comprehensive marketing, communications, and online reputation management solution intended to help small businesses grow their customer base and generate more revenue. Demandforce uniquely combines all relevant f... Read more

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Buyers guide

Last Updated: June 18, 2021

From a patient's perspective, missing a doctor's appointment is at most an annoying inconvenience. After all, they can always reschedule. From a doctor's perspective, though, it's like watching money go down the drain.

One study found that the average hospital in the U.S. experiences 62 no-shows per day, adding up to a whopping $3 million in lost revenue annually. For smaller practices, the numbers are equally grim—the average no-show rate for primary care and specialty medical appointments is 20 percent annually.

If your patients consistently fail to show up to scheduled appointments, costing your practice valuable time and money, there's a solution that can keep your staff from having to make calls all day long: appointment reminder software.

In this Buyer's Guide, we'll go over everything you need to know about appointment reminder software to aid you in your research and help you make a more informed purchase decision.

Here's what we'll cover:

What Is Appointment Reminder Software?
Common Appointment Reminder Software Features
Benefits of Appointment Reminder Software
How Is Appointment Reminder Software Priced?
Other Appointment Reminder Software Considerations

What Is Appointment Reminder Software?

Appointment reminder software is designed to help medical practices by alleviating the burden of manually reminding patients about upcoming appointments. It accomplishes this with features such as scheduling integration, automated notifications and patient self-service.

Once it's set up, appointment reminder software automatically sends reminders to your patients via phone call, text or email at predetermined times before their appointment—increasing the likelihood that they show up on time.

appointment reminder email builder in medical software platform AdvancedMD

Reminder email builder in AdvancedMD

This software can be purchased stand-alone, or as a feature set within a more comprehensive patient scheduling system, patient billing system or EMR.

Common Appointment Reminder Software Features

Appointment reminder software functionality will vary from system to system depending on how advanced it is, your practice size and whether it includes additional billing or EMR capabilities.

In general, though, most appointment reminder software systems will have the following five features in common:

Appointment message builder Create a custom appointment reminder message that automatically fills in important details for each individual patient.
Appointment reminders Automatically send reminder messages to patients at preset times before an appointment via email, phone call or text.
Patient self-service Patients can reply to messages to ask questions or confirm and reschedule appointments.
Scheduling integration Any confirmations or changes to appointments are automatically reflected in your scheduling system.
Reporting Generate reports showing trends in response rates, appointment no-shows and more.

Benefits of Appointment Reminder Software

Being able to automate patient reminders with software allows your staff to redirect their time toward more impactful tasks that will improve your practice. That's a major benefit of appointment reminder software, but it's not the only one. Here are a few more:

  • Patients are more likely to receive reminders. People may be too busy during the day to respond to a phone call, but they will more easily see an appointment reminder via email or text. Software makes it easier to take this omnichannel approach to reminders, increasing the odds that patients receive them.
  • Improved compliance. Texting or emailing reminders through ad hoc methods increases the likelihood that your practice will unintentionally violate HIPAA standards. Any reputable appointment reminder system, in contrast, is guaranteed to be HIPAA-compliant.
  • Fewer no-shows. A study published by the National Institute of Health found that there is consistent evidence that appointment reminder systems improve appointment attendance "across a range of health care settings and patient population subgroups."
  • Greater scheduling capacity and flexibility. If a patient doesn't show up to an appointment, that's a dead spot in your day you can't easily fill. Automated reminders can give your patients a chance to reschedule well in advance to ensure you're seeing as many patients as possible.
  • Higher patient satisfaction rates. Sixty-four percent of the time when a doctor's running behind schedule, it's because patients are running late too. Appointment reminders can increase the likelihood that patients show up on time, allowing your doctors to see all patients more promptly and reducing frustration for your staff and your patients.

How Is Appointment Reminder Software Priced?

Appointment reminder software pricing can vary considerably based on a variety of factors, the most significant of which is whether the software is sold with a perpetual or subscription license.

With a perpetual license, you pay a lump sum upfront—typically starting at a couple thousand dollars—to own the software indefinitely. This fee can depend on your practice size or even which channels you'll be using for patient reminders. Voicent, for example, has one cost for phone-only appointment reminders and another for phone, email and text.

With a subscription license, on the other hand, you pay a smaller monthly or annual fee for as long as you want to use the software. This is usually a flat fee and is often tied to usage or based on how many licensed health care providers will be using the system. Drchrono, for example, charges between $199 and $499 per provider per month.

Outside of the license cost, buyers may see significantly different pricing options for stand-alone appointment reminder software compared to appointment reminder functionality that's wrapped up in larger practice management or EMR systems. There may be other fees as well for things such as implementation, training, support and EMR integration.

Be sure to ask vendors about all of these options to get a clear picture of the total cost.

Other Appointment Reminder Software Considerations

Just as important as deciding which appointment reminder software system to purchase is how you implement that system in your practice. Here are some final things to keep in mind when researching, purchasing and setting up appointment reminder software:

  • Does your system of choice work with existing software? If you're purchasing a stand-alone appointment reminder system, it's important that it integrates seamlessly with any existing scheduling platforms or your EMR.
  • How often are you sending out reminders? Send reminders once and they'll have little effect. Send them too often and patients will get annoyed. Survey your patients on the cadence that they'd prefer, then talk to vendors to ensure they offer that level of customization.
  • Is there room for error with placeholders? When creating reminder messages, appointment reminder systems often use placeholder tags (e.g., ). When a tag is in place, the software will automatically pull the relevant information from your scheduling system to customize the message. If you have to type the tag manually each time, not only is it tedious, but it can also lead to errors that break the tag. Being able to drag-and-drop tags is preferable.


Your Guide to Top Appointment Reminder Software, June 2021

Software Advice uses reviews from real software users to highlight the top-rated Appointment Reminder Software products in North America.

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“Usability” includes user ratings for Functionality and Ease of Use.“Customer Satisfaction” includes user ratings for Customer Support, Likelihood to Recommend and Value for Money.Reviews analysis period: The reviews analysis period spans two years and ends on the 15th of the month prior to publication.