Appointment reminders are one of those tasks that quietly eat up staff time if they’re handled manually — and one of the easiest to hand off entirely to Healthquest. Once your templates and rules are built, reminders go out automatically, with the right message, to the right patients, at the right time.
Step One: Build the Messaging Template
Before setting up a rule, you need something to say. Head to Setup > Text/Email/Voice Template Setup to create a new template.
Give it a name — if it’s specific to an appointment type, use that as the title so it’s easy to find later. Then write your message and use Insert Form Fields to personalize it automatically: patient first name, appointment date and time, and provider are all available.
If the appointment type requires an intake form, you can attach it directly to the template. For text messages, use Insert Form Fields to place the form link; for email templates, use the paperclip icon in the corner to attach it. Many clinics build both a text and an email version of the same template, so patients get consistent messaging no matter how they’re reached.
Step Two: Build the Reminder Rule
Once your messaging exists, go to Appointments > Appointment Reminder Rules > Automated Rules and click New Rule.
From here you decide:
- When to send it – immediately upon booking, or a set number of hours/days before the appointment.
- Which providers it applies to – all practitioners, or a specific ones.
- Which appointment types it applies to – useful when your messaging is specific to one type, like a first prenatal visit.
- Whether to include confirmation – letting patients confirm directly from the reminder.
- Whether to send additional reminders – if you’re sending an immediate confirmation and a reminder closer to the appointment date, make sure the “already received a reminder” checkbox doesn’t accidentally block that second message.
You can create as many rules as you need — one per appointment type, one per provider; whatever mix matches your clinic’s workflow.
Why It’s Worth the Setup Time
Once a rule is saved, any time that appointment type is booked, the right reminder goes out automatically — as long as the patient has a reminder method on file. No one on your team has to remember to send it, and every patient gets the same accurate information every time.
FAQ
Where do I create appointment reminder messaging in Healthquest?
Go to Setup > Text/Email/Voice Template Setup to build your message, then use Insert Form Fields to personalize it with patient name, date, time, and provider.
Can I send more than one reminder for the same appointment?
Yes. Many clinics send an immediate confirmation reminder and a second one closer to the appointment date. Just make sure the “already received a reminder” option isn’t checked in a way that blocks the second message.
Can reminders include an intake form?
Yes — attach the form directly to the template using Insert Form Fields (text) or the paperclip icon (email).
How many reminder rules can I create?
As many as you need. Clinics often build a separate rule for each appointment type or provider.
Next up: Waitlists — a simple way to fill cancellations and manage patients who are waiting on a specific provider or appointment type.
Want to see it in action? Check out our webinar recording where we cover a live demo of our advanced basics.