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Setting Up Appointment Reminders

Animated walkthrough of setting up appointment reminders in WithinEHR

Automated appointment reminders dramatically reduce no-shows by notifying clients at the right time through their preferred channels — without adding extra work for your team.

Before You Start​

  • Confirm that client contact details (email address and mobile number) are correct and that you have permission to contact them via email and SMS.
  • Decide on a reminder strategy — for example, one early reminder and one same-day reminder — that fits your clientele and cancellation policy.

Steps to Set Up Appointment Reminders​

  1. Go to Settings and open the Notifications or Client Notifications area.
  2. Locate Appointment Reminders and toggle them On.
  3. For each available channel (Email, SMS, or Voice), turn the toggle On to enable that channel.
  4. Configure timing:
    • Set your email reminder to send 48 hours before the appointment.
    • Set your SMS reminder to send 2 hours before the appointment.
  5. Customize message content (optional) — include your practice name, appointment date and time, location, and any relevant instructions or links.
  6. Click Save to apply your reminder sequence.

Tips​

  • Use email for earlier reminders with more detail, and SMS for short same-day prompts that clients see quickly on their phones.
  • Periodically review your no-show rate and adjust reminder timing or channels to optimize attendance without over-messaging clients.