Reminder Cadence

48 Hours, 24 Hours, Two Hours — Each Touch Has a Different Job

Reminder timing is a design decision, not a default. This covers what each touch is for, why the first one needs to be able to hold a conversation, and where the line sits between useful and irritating.

The 48-hour touch is a call or text that confirms arrival and collects any new symptom updates — the one that can still change the schedule
Screening questions ride along on that first touch (headaches since booking, new triggers or medications) so your clinician is prepared
The 24-hour and 2-hour touches are SMS and email carrying parking, check-in, and telehealth details rather than asking for a response
Patients at risk of a no-show, based on booking patterns and past attendance, are offered rescheduling before the slot is lost
Every confirmation and reminder is logged as a structured note in your EMR, so your team can see who was contacted and how often
The goal of the cadence is fewer last-minute cancellations and fewer empty migraine appointment slots — not more messages

How it pays back

Each Touch Has One Job

The early touch confirms and can reschedule. The later touches carry logistics. A cadence built that way stops sending the same message three times and giving the patient three chances to ignore it.

The First Touch Is Early Enough To Matter

Confirmations and screening happen days before the visit rather than at check-in, which is what leaves time to prepare the clinician, prepare the patient, and fill the slot if it is going to open.

Reach Patients Where They Answer

Phone, SMS, and email reach patients across preferences, and missed calls are logged for follow-up by your team. The channel mix is part of the cadence, not an afterthought.

The Content Of Each Touch Is Yours

You control the tone, content, and timing of all reminders. Some practices include parking info, virtual visit links, or pre-visit forms relevant to migraine workup.

No-show tracking

Historical patterns flagged so high-risk bookings get proactive outreach

Appointment history logged

EMR integration ensures every confirmation and reminder is timestamped; appointment changes update in real time

Frequently asked questions

How far ahead should the first confirmation go out?

Far enough ahead that a reschedule is still useful to you. A common pattern is a call or text at 48 hours, then SMS and email at 24 hours and 2 hours. The early touch is the one that can still change the schedule; the later ones carry logistics.

Will the AI asking screening questions delay my appointment schedule?

No. Confirmations and screening happen days before the visit via phone or SMS, not at check-in. This gives you time to prepare your clinician and patient, and prevents last-minute surprises.

How do patients opt out if the cadence is too much for them?

Patients can reply STOP to SMS or manage email preferences. Their preference is stored in your EMR. Some clinics offer reminder opt-out during intake; we respect your privacy policy.

Can a patient reschedule during the confirmation touch rather than just confirm?

Yes. The AI can offer available time slots in your migraine clinic schedule and rebook directly. The cancellation and new appointment are updated in your EMR immediately.

Does the cadence run off our actual schedule?

Yes. MedReception reads your EMR appointment schedule and timing, and updates it in real time when confirmations succeed or patients reschedule. We integrate directly with athenahealth, eClinicalWorks, Elation, Cerbo, Hint, Tebra, ModMed, Practice Fusion, Jane, and Office Ally.

Bring this to your practice

See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.

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