Automatic Appointment Reminder

AccessPlug™ automatic appointment reminder makes phone calls to remind your patients of their appointments by playing professionally recorded interactive messages and even gets your patients’ confirmation.  A rock solid effective way to significantly reduce no shows without your staff or phone lines involved.

At any time, you can review online reports of reminder call logs, confirmed appointments and cancellation requests. There will be more time for your staff to greet patients and take on more important office responsibilities.

Our automated service makes your confirmation calls much more effectively than your staff would.

So your staff members make reminder call everyday. That's great! But do you know what their time costs you each day, each month, each year? Do they keep trying lines that are busy or when they get no answer? Do they consistently make the calls each and every day? With close to 75% of all calls in the U.S. going to either voice mail or to answering machines a personal message in your own voice left with each patient could be just as effective. Placing reminder calls to patients one or two days prior to appointments is an effective way to significantly increase the number of honored appointments, but it is tough for staff to find the time to do this regularly.

How are we different?                                                             Listen to sample messages

We understand every practice is unique. We have developed a highly customizable system to accommodate features that work for your practice. Our system gives you the capability to record virtually unlimited number of massages for different patient types.

Multiple providers               Multiple Locations             Multiple message types

Integration with MS Outlook Calendar and Contacts

Use the reminder service for patient recalls, courtesy health messages, collection calls and more...

Its effective and inexpensive, please check out pricing.

Our reporting suite provides wealth of information about the call outcomes and also about your patients scheduling trends. Our detailed reporting suite is what sets us apart from other providers out there. Here is a sample report:

Please call our sales office to request more information about the statistical charts.

It is very quick and easy to setup your account.                      

We extract patient schedule from your practice management system and upload to our secure server. Every day at a specific time interval, we make calls from our enterprise level calling facility and reach your patients by playing your recorded reminder message. As part of the recorded message, we ask patients to confirm their appointments or request for reschedule and provide the outcomes on a secure web portal for your review. We also send you an email in real time if a patient requests for reschedule.

How to record messages?

1- One of your staff members can record the introductory part of the messages.    

2- We can have the messages recorded for you.                                        

3- Our text to speech engine will read ANY typed message.           Female Male 

We will send you a sample script to record the introductory part. You will send us your patient appointment list and we will create a conversion routine to feed the information to our database. That’s it. We will start making reminder calls to your patients when you give us the go ahead.  This system starts cutting your losses right from the first day of service deployment.

No-Show financial impact:

A study conducted in 1999 of 468 family practice residency programs in the US found that over a third of respondents had a missed appointment rate of over 21%.  This data was compiled from 17.7% of the total number of medical businesses that responded to the survey.  Another study conducted in 2001 found that missed and cancelled appointments together amounted to 31.1% of all appointments total and resulted in 32.2% of the total work day. ¹ One more study conducted in 2001 found 25% of scheduled appointments were missed.

Another study’s results were published in the Annals of Family Medicine in April of 2007.  This study conducted with 141 practices nationwide concluded that these practices had a mean no-show rate of 17% with a range of 3% to 42% among all participants, respectively.  The highest no-show rates were for new patients, Medicare patients, and self-pay patients.  Practices with lower no-show rates were found to have a higher proportion of patients aged between 46 and 64.

Missed appointments can cause numerous financial issues for a medical business including reduced scheduling capacity, inefficient business operations and can lower the quality of overall care by negatively impacting the work environment of the medical employees.  A study conducted on a sample of 4055 office visits over 20 business days in 2002 found that The time and money replaced by walk-in patients did not make up for the overall time spent on missed and cancelled appointments.  Walk-in patients did replace 61% of total appointments lost but only 42.4% of the time lost that was spent on the missed or cancelled appointments. This resulted in a replacement of 89.5% of the total income that would have been lost had the time and number of patients not been made up at all but the offices still net, on average, a loss of 10.5% of total income due to missed and cancelled appointments.

Plan Comparison (call us now and we will waive the setup fee)
Package Content	AccessPlug™ Reminder NC	AccessPlug™ Reminder 1000	AccessPlug™ Reminder 3000	AccessPlug™  Reminder 6000
MS Outlook integration	optional	optional	optional	optional
Reminder minutes per month	0	1000	3000	6000
Setup fee	$299	$299	$299	$299
Monthly service charge	$50	$180	$480	$900
Overage minute charge	$.20/min	$.18/min	$.16/min	$.15/min