How to Get the Most Benefits from Your Appointment Reminder Software

Appointment reminder software is among the most useful work or business tools in use today. The purpose of this program is to hopefully limit your no-show rate by at least 20%. While the purpose is a good one, there is no assurance that it will actually help you. But that’s not to say that if it’s not working at the moment, it won’t work ever. Maybe you only have to improve how you use it so it becomes more beneficial.

Use the following tips as a guide:

Monitoring Call Results

Every appointment reminder software that sends reminders through the phone will present a call feedback. When you know the number of people who answered the call and listened to the reminder , you can determine why they did a no-show. You should get at least an 85% success rate from all phone reminders forwarded by your software. If you achieved this, check whether or not your reminder software is making many calls and if these are distributed over a stretch of time.

Otherwise, see if the reason was a busy line or a no-answer. It would be futile to call someone only after a few seconds from your last try. After you have looked into your call records and you think software has not been performing as you expected, you should consider using another vendor.

The Importance of Proactivity

It doesn’t mean that just because you’re using technology for your business, you can simply stop working. You should also proactive so you can catch any indicators of an imminent failure. For example, get a list of all cancelled calls and instruct your staff to take them out of the scheduler. A cancelled call means that the person has no interest in the appointment, so you should open the slot for another person. One misconception people have about appointment reminder software is that it performs all the work for you. Of course not! It is, after all, a mere tool. You have to make it work, especially to keep you from overbooking.

Venturing Into the Possibilities

Maybe invalid numbers are behind your still high no show rate. Let your staff go over the call results and scan for numbers that aren’t useful. Most probably, your staff inputted them into the system by accident; or if your clients spoke to a virtual receptionist, they could have punched in the wrong numbers. If other contact methods are available, then go ahead and get them to work. Create a personal to explain why you are using a contact method that is not what they have given you prior permission for.

It may actually cost you time and effort to be able to cut your no-show rate. When you have both good appointment reminder software and a proactive, driving down your no-show rate can be much easier.

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