Hyper Recall - SMS ensures you never miss an opportunity to reconnect with your patients. Studies show that SMS reminders have a 98% open rate, and up to 45% of recipients respond, making it one of the most effective communication tools for rebooking, cancellations, and patient reactivations.
Follow the steps below to integrate Hyper-Recall into your practice management system and optimize your appointment scheduling process.
Step 1: Set Your Practitioner’s API Key (Cliniko Users Only)
Why It's Important:
Setting up your practitioner’s API key is essential for linking your practitioners with the Hyper-Recall system. Without this key, the system will not function correctly.
How to Set It Up:
Set your API key here.
Without API Key: Your system will not function properly.
With API Key: Your system integrates seamlessly, enabling practitioner-specific SMS functionality.
Step 2: Compose Your Hyper-Recall SMS Message
How to Compose the Message:
Compose Your Message (Up to 640 Characters):
You can craft personalized messages with up to 640 characters. Personalization is key for improving engagement. Use placeholders like{FIRSTNAME}to automatically insert the patient's first name, ensuring each message feels tailored and relevant.
For example, if your Hyper-Recall SMS is for your cancellation re-booker, you could say:
Hi {FIRSTNAME},
We are sending this SMS to confirm your cancellation. To re-book, please. click on the link below.
Clinic Name
2. (Optional) Select the “Send From” Number:
If you’ve purchased a dedicated SMS sender number, you can select which number will appear as the sender in your SMS communications. This option is only available to clients with a dedicated SMS number. Ensure this setting is configured correctly to streamline your SMS campaigns and maintain professional communication. If you haven't purchased a dedicated number, the default number will be used.
3. (Optional) Enable the Reply Feature:
Enable the reply feature if you'd like to have patient responses forwarded to an email address. This allows you to track replies and follow up accordingly. For example, if patients confirm or reschedule their appointments via SMS, the replies will be forwarded to your specified email, ensuring quick and efficient responses.
Step 3: Set Recall Preferences
Recall Settings:
Now, you will configure your system’s recall preferences. Choose your preferred settings for the appointment type, location, and practitioner.
Appointment Type:
Patient's Last Appointment Type:
If you want your patient to book the same type of appointment as their last visit, select this option. This ensures continuity in the type of service provided and is useful when you want to maintain regular appointment patterns (e.g., follow-ups, checkups).I Want to Choose an Appointment Type:
If the patient’s last appointment type is no longer available (e.g., it was removed or changed in your practice management software), you can select a new appointment type from the drop-down menu. This option gives you flexibility if the previous appointment type is no longer relevant or suitable for the patient's next visit.If the Patient’s Last Appointment Type Doesn’t Exist:
If the patient's last appointment type doesn’t exist or has been deprecated in your system, you can choose a default appointment type for the recall. This ensures that the system always selects a valid and available appointment type.
Location:
Patient's Last Appointment Location:
If you want your patient to book their next appointment at the same location as their previous visit, select this option. This is ideal when patients typically visit the same location, such as a specific clinic branch.I Want to Choose a Location:
If the patient’s last appointment location is no longer valid (e.g., the location has been removed from your system or they prefer a different location), you can choose a new location from the available options. This flexibility ensures that patients can be scheduled according to their preference, especially if they have moved or prefer a different location.If the Patient’s Last Appointment Location Doesn’t Exist:
If the location from the last appointment isn’t available, you can choose a new location from the drop-down. This ensures that every patient is booked at a location that works for them, even if their previous location is no longer active.
Practitioner:
Patient's Last Practitioner:
If you want your patient to see the same practitioner who treated them last, select this option. This is beneficial for continuity of care, as patients often prefer to see the same practitioner for follow-ups or ongoing treatments.I Want to Choose a Practitioner:
If the patient’s last practitioner is no longer available (e.g., the practitioner has left your clinic or is no longer treating patients), you can select a new practitioner from the available list. This ensures that the patient is still able to book an appointment with a qualified practitioner.If the Patient’s Last Practitioner Isn’t Available:
If the patient's last practitioner is unavailable, selecting this option allows you to choose another practitioner to handle the patient’s appointment. This is particularly useful if a practitioner has left the clinic or is on extended leave, but you want to ensure the patient receives care from another available and qualified professional.
Step 4: Time Zone Selection
Allow Patients to Choose Their Time Zone:
Enable the option for patients to select their time zone when booking an appointment. This ensures the timing is accurate for patients, even if they are in different time zones.
Toggle the option to “Allow Time Zone Selection.”
Step 5: Booking Confirmation
Send a Confirmation Message:
After a patient successfully books an appointment, ensure they receive a confirmation message.
Enable the “Send Booking Confirmation” via SMS feature.
This step ensures that patients are promptly informed about their appointment details.
Step 6: Customize Your “Thank You” Page
Direct Patients to a Custom Thank You Page:
After a patient successfully books an appointment, they should be directed to a “Thank You” page. You can use a custom page link to personalize this experience.
Insert your “Thank You” page link in the provided field.
Testing Your Setup
Test the System:
To ensure everything is functioning correctly, send a test SMS to yourself using a test patient profile from your practice management software. Ensure that the mobile number is accurate and functional.
For instructions on how to send a test SMS, follow the guide here.
When you open the appointment diary in Cliniko, a note will indicate that the appointment was "Booked by Cliniq Apps - Hyper Recall."
With Hyper-Recall, your clinic can streamline appointment scheduling and enhance patient communication, ultimately improving patient satisfaction and reducing no-shows. By using this tool, you'll create a more efficient, automated system for appointment reminders.
If you have any questions, feel free to reach out via Cliniq Apps Web Messenger.
Enjoy growing your practice with Cliniq Apps! 🚀
