November 3, 2023
It’s easier to keep the patients you have than to get new ones. You’ve probably heard something like this before, and it’s true! The best way to increase your revenue and decrease your staff’s workload almost overnight is by investing in patient retention.
As we’ve served hundreds of dental offices and dental service organizations, we’ve found that automated dental appointment reminders are one of the most cost-effective ways to increase patient retention.
In this blog, we’ll review why people miss their appointments in the first place, how you can use reminders to help, and we’ll provide you with word-for-word templates you can copy and paste into your communication systems to get started today.
Even if your patients manage to get their appointment in their calendar, it may slip their minds. When the time comes for the appointment, people also may struggle to find childcare, get the time off of work that they need, or arrange transportation.
Your patients may also forget to prepare financially for their appointments, leaving them unable to afford their care. In some cases, perceptions of negative experiences, long wait times in the past, and a fear of the dentist may make patients doubt whether the appointment is worth their time and energy.
One of the most prominent reasons people miss their appointments, though, is that they simply lose track of the appointment and forget. Since dental appointments are often scheduled anywhere from a week to six months or more in advance, it can be easy to lose track of the appointment. In fact, 40% of appointments scheduled more than 20 days ahead are canceled or are no-shows.
Sending appointment reminders gives your patients a head start on preparing for their appointments and arranging their schedules so that their care won’t be interrupted or delayed.
Automated reminders are cost-effective and convenient to send. Since patients are more likely to show up for their appointments when they are top-of-mind, you’ll also improve time management in your practice.
Fewer phone calls to remind and reschedule patients means freeing up your front-desk staff’s time. They can use their extra time to attend to in-person patients or increase your practice’s marketing efforts.
Patients will feel cared for and have an increased sense of satisfaction when they see your dedication to serving them. This improves patient retention.
No-shows and canceled appointments can lead to significant revenue loss. When it is easy for patients to let you know they won’t make it to an appointment, you can fill available appointments more quickly.
Copy these templates below to use for your appointment reminders.
Send this reminder to your patients as soon as they schedule an appointment with your office.
Thank you for scheduling with us today! Please mark your calendar for:
(Date) at (Time) with (Dr.’s Name, Practice Name)
Text STOP to opt out of messages.
Send this reminder for any general appointment you need to remind a patient of.
Reminder! You have an upcoming appointment:
(Date) at (Time) with (Dr.’s Name, Practice Name)
To confirm reply “Y”
To cancel reply “N”
Text STOP to opt out of messages.
Add a personal touch with this friendly appointment reminder.
Hi (Name)! (Dr.’s Name)’s office here.
We’re texting to remind you of an upcoming appointment.
(Date) at (Time) with (Dr.’s Name, Practice Name)
We look forward to seeing you soon!
To confirm reply “Y”
To cancel reply “N”
Text STOP to opt out of messages.
Send this reminder to new patients to remind them about paperwork and any special instructions relevant to their appointment with you.
Hi (Name)! (Dr.’s Name)’s office here.
We’re looking forward to seeing you on your upcoming first visit to our office.
Please remember to bring your (Document Names) with you to this appointment.
(Date) at (Time) with (Dr.’s Name, Practice Name)
To confirm reply “Y”
To cancel reply “N”
Text STOP to opt out of messages.
If you have patients who require additional appointment time or who need to refrain from eating or drinking around their appointment, use this reminder.
Hi (Name)! You have an upcoming appointment at our office that requires special preparation.
Please remember to (insert special instructions here).
We’ll see you on (Date) at (Time) for your appointment with (Dr.’s Name, Practice Name)
To confirm reply “Y”
To cancel reply “N”
Text STOP to opt out of messages.
This reminder will prepare your patients for upcoming appointments and share your no-show policy with them.
It’s just one week until your appointment!
(Date) at (Time) with (Dr.’s Name, Practice Name)
*Appointments canceled same-day or missed without notice will incur a ($ amount) fee. Please reschedule at your earliest convenience if you cannot make it. Thanks!
To confirm reply “Y”
To cancel reply “N”
Text STOP to opt out of messages.
A one-day-before reminder can include the Y/N confirmation or not, depending on how your cancellation policy works and if you want patients to cancel via text just 24 hours before.
You have an appointment tomorrow at our office:
(Date) at (Time) with (Dr.’s Name, Practice Name)
We’ll see you soon!
*Appointments canceled same-day or missed without notice will incur a ($ amount) fee. Please reschedule at your earliest convenience if you cannot make it. Thanks!
Text STOP to opt out of messages.
Patients who are due for dental care can receive this reminder. Just remember to keep your message HIPAA-compliant.
Hi (Name), (Dr.’s Name)’s office here. Hope you’re enjoying your day!
It looks like you’re due for (your annual cleaning, a follow-up visit, etc.).
You can tap here to schedule your appointment: (link to online scheduling)
Or tap here to call our office: (hyperlinked phone number)
Text STOP to opt out of messages.
When a patient no-shows or cancels and doesn’t reschedule, use this reminder message.
Hi (Name), we all missed you at (Dr.’s Name)’s office today.
You can tap here to reschedule your appointment: (link to online scheduling)
Or tap here to call our office: (hyperlinked phone number)
Text STOP to opt out of messages.
For the patient who is flagged in your system as needing to reschedule.
Hi (Name),
(Dr.’s Name) has a (insert type of appointment) available tomorrow (insert date and time)
Please tap here to schedule this appointment (link to online scheduling)
Or tap here to call our office: (hyperlinked phone number)
Text STOP to opt out of messages.
If a patient replies “N” to a text reminding them about their appointment, follow it up with this reminder text:
Thank you for letting us know you can’t make it to your appointment.
Please tap here to reschedule your appointment: (link to online scheduling)
Or tap here to call our office: (hyperlinked phone number)
Text STOP to opt out of messages.
Prodent is more than just a recruitment partner. We can help you with strategies to attract new patients and team talent. Click here to tell us about your needs and get in touch with the Prodent team.
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