Did you know that average no-show rates in healthcare can range anywhere from 5% to 30%? Each missed appointment impacts your clinic’s schedule, revenue, and overall patient flow. By automating follow-ups with the No-Show Rebooker workflow, you can recover lost appointments, keep patients engaged, and ensure a seamless patient experience.
Step 1: Prepare Your Rebooking Messages
SMS: No-Show Rebooker Script
Hi {FIRSTNAME},
We noticed that you missed your appointment at [CLINIC NAME]. We understand that things can come up, and we’d love to help you reschedule at a more convenient time.
To rebook, please click here: [Booking Link] or call us at [Phone Number].
Let us know how we can assist you!
Email: No-Show Rebooker
Subject: You Missed Your Appointment – Let’s Get You Rebooked!
Hi {FIRSTNAME},
We noticed you weren’t able to make it to your appointment at [CLINIC NAME]. We understand unexpected things happen, and we’d love to see you back.
Booking a new appointment is quick and easy—simply click the BOOK HERE button below or call us directly at [Phone Number].
If you have any questions or need assistance, feel free to reach out. We look forward to seeing you soon!
Best,
The [CLINIC NAME] Team
Step 2: Create a Follow-Up Task
Create a Task Name
Use a descriptive title like “Follow-Up Call for No-Show Patients.”
Provide Staff Instructions or a Phone Call Script
Clearly outline how to handle these follow-ups. For example:
Sample Phone Call Script
Purpose: Include this in your task details for personalized follow-ups.
Hi {FIRSTNAME}, this is [Your Name] from [CLINIC NAME].
I noticed you missed your appointment, so I wanted to check in. Would you like to reschedule for a more convenient time?
If you have any questions or concerns, we’re happy to help!
Configure Notifications
Choose Your Platform: Select Cliniq Apps Task Manager or integrate with a tool like Asana.
Priority Level: Decide how urgent these follow-ups are.
Assign Receiver: Assign tasks to the practitioner, admin staff, or specific team members.
Daily Task Limits: Set a cap to prevent staff overload.
Sender Number (Optional): If you have a dedicated SMS number, select it; otherwise, the default will be used.
Save Task Configuration: Finalize and save.
Step 3: Set Up Your Automation
Navigate to Automations
Go to Automations in Cliniq Apps and click Create New Automation.
Name it “No-Show Rebooker.” (Avoid special characters.)
Organize by Category
Assign the unsubscription category such as "A" for DNA Rebooker for easy future management.
Define Automation Type
Select DNA Rebooker.
Choose Recurring Time Automation.
Step 4: Configure the filters
Click “SELECT” and choose “Patients with Appointments.”
Clinic Location: Select a specific location or choose “All Locations” if you want the automation to apply across your entire practice.
Click the green “and” button and choose “Their Appointment.” Then configure it as follows:
Change “More Than” to “Less Than.”
Change the time unit from minutes to days and set it to 7 days to include only recent no-shows (within the last week).
This ensures your automation focuses on recent activity rather than pulling data from your entire historical record.
Change “First Appointment” to “Appointment No Show.”
This setting specifically targets appointments with a no-show status, ensuring only those who did not attend are included.
Click the white “and” button and select “Have no future appointments.”
This ensures that only patients without any upcoming bookings are included. If they’ve already scheduled another appointment, they won’t be added to this automation.
Step 5: Configure Communication Steps
1. Send an SMS
Click “then” and select “Communicate with my patient or my team.”
Click “then” again and select “Communicate with patient.”
Choose “Send SMS”, and select the SMS template you created in Step 1.
Set the delay to 2 hours after No-Show so patients receive a prompt reminder.
2. Send an Email
Click “then” and select “Communicate with patient.”
Choose “Send Email”, and select the Email template you created in Step 1.
Set the delay to 4 days after No-Show, allowing sufficient time before the next follow-up.
3. Notify Team
Click “then” and select “Communicate with my team.”
Add the task you created in Step 2.
Set the delay to 2 days after the email—which totals 6 days from the time of No-Show—so your team follows up at an optimal interval.
Step 6: Finalize and Activate
Apply Changes
Click Save Automation.
Activate Automation
Click the PLAY (▶️) button to enable it.
The No-Show Rebooker Automation follows a deliberate sequence to re-engage patients who have recently missed an appointment:
2 Hours after the no-show → An SMS reminder invites the patient to rebook.
4 Days after the no-show → An Email follow-up provides additional booking options.
6 Days after the no-show → Your team is prompted to make a personal phone call, ensuring human touch.
This multi-step approach capitalizes on the ideal times to reconnect, significantly boosting the likelihood of patients rebooking. Beyond filling empty slots, it also:
Increases Patient Satisfaction: Timely communication shows you value their well-being.
Enhances Clinic Efficiency: Automated steps reduce manual follow-up, freeing staff for higher-level tasks.
Maximizes Revenue: Recovered appointments mean more consistent cash flow and resource utilization.
Builds Patient Loyalty: Patients appreciate proactive outreach and feel encouraged to stay on track with their care.
With Cliniq Apps, you can effortlessly streamline and automate your no-show process to provide better patient care while improving your clinic’s bottom line. If you have any questions, feel free to reach out via Cliniq Apps Web Messenger.
Enjoy growing your practice with Cliniq Apps! 🚀
