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First Appointment Cancellation Reducer (Letter)
First Appointment Cancellation Reducer (Letter)

Instructions on how you can set an automation to reduce the cancellation of first appointment by sending a letter

Flori avatar
Written by Flori
Updated over 5 years ago

Sending letters to your patients is an extremely powerful tool. Letters are more personal than any other messages and your patients love this extra effort. As a consequence, sending letters will increase retention and decrease cancellations and no show.
You can create and customise your personal letters on Cliniq Apps (adding your letterheads) and we will print them and post them to your patients. So, you don't have to worry about anything.
The following will show you how you can set up a welcome letter to your patients who are having their first appointment in the next few days (only available in Australia).
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1. Messages: Create one Letter as follows:

Letter: First Appointment Cancellation Reducer


Hi {FIRSTNAME},


Welcome to Clinic Name!
It is with great pleasure that we welcome and thank you for choosing us to help assist you.
{NEXT_PROVIDER_FIRSTNAME} {NEXT_PROVIDER_LASTNAME} looks forward to see you on {NEXT_START}.


Clinic Name


2. Click on Automation Rules and Click on New Automations

Then:

  1. Name the Automation for your reference.

  2. Select unsubscription category

  3. Select unsubscription automation type. For information about automation categorization and type click HERE.

  4. Select the iteration of the automation

  5. Click Continue to proceed to the next steps
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Click the SELECT button and choose Patients with Appointments

Select the clinic location and click the and button

Then choose their appointment

And set it to More than 15 minutes to Next Appointment then click the and button then choose appointment date.

Set it 6 days In Future and 7 days In Future and the click the and button to proceed to the next steps.

Select their number of past appointments and set it to 0-0. Once done click the then button to continue.

Select communicate with patient -> send letter -> select the letter that you created


When you activate this automation, your patients will receive a letter few days before their first appointment.  This will increase the likelihood of showing up to this initial appointment.

If you have any questions, please chat with us in your Cliniq Apps web messenger.

Enjoy growing your practice!
Cliniq Apps 🚀

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