Three days before
SMS · 3 days before the appointment
Hi [first name], your [appointment type] with [clinician] at [clinic] is on [day] [date] at [time]. Reply YES to confirm or RESCHEDULE to choose a new time.
Free templates
Appointment reminder text templates patients act on
Twelve copy-ready reminder messages for SMS, WhatsApp and email: before the visit, on the day, after a missed appointment, recalls and results, with Arabic versions for UAE clinics. Replace the bracketed fields and use them in any system, or let Capra fill them in per patient.
3 templates
Before the visit
The day before
WhatsApp · 1 day before
See you tomorrow at [time], [first name]. [Clinic], [address]. Tap Confirm, or Reschedule if you need another time.
Booked weeks ahead
Email · 7 days before, for bookings made more than 4 weeks ahead
Hi [first name], a week today you are booked with [clinician] at [clinic]: [day] [date], [time]. If your plans have changed, choose a new time here: [reschedule link]. Otherwise, no action needed.
2 templates
On the day
Morning of the visit
SMS · 3 hours before
Today at [time]: [appointment type] with [clinician], [clinic]. [Parking or arrival note]. Reply HELP if you are running late.
Confirmation request
SMS · 2 days before, when no confirmation yet
Hi [first name], we have not heard back about your appointment on [day] at [time] with [clinician]. Reply YES to keep it or RESCHEDULE to move it, so we can offer the time to someone else if needed.
2 templates
After a missed visit
After a missed visit
SMS · Same day, 1 hour after the missed appointment
We missed you today, [first name]. We hope everything is okay. Reply BOOK and we will find you the next available time with [clinician].
After a second missed visit
Email · Next working day
Hi [first name], we noticed you have missed two recent appointments. If something is making it hard to attend, reply and we will help. To keep future bookings we will ask you to confirm them in advance: [booking link].
3 templates
Recalls and results
Waitlist slot available
WhatsApp · When a slot is freed
A slot has opened with [clinician] on [day] at [time]. You asked to be seen sooner: tap Book to take it. First reply gets the slot.
Recall or review due
SMS · At the recall interval
Hi [first name], it is time for your [review or check-up] with [clinic]. Book a time that suits you here: [booking link], or reply BOOK and we will call you.
Results ready
Email · When results are filed
Hi [first name], your results from [date] are ready to view in your secure portal: [portal link]. [Clinician] has added a note. Reply here if you have questions.
2 templates
Arabic
Reminder (Arabic)
WhatsApp · 1 day before
مرحباً [الاسم]، موعدك مع [الطبيب] في [العيادة] غداً [اليوم] الساعة [الوقت]. اضغط تأكيد للتأكيد، أو إعادة جدولة لاختيار وقت آخر.
Confirmation (Arabic)
WhatsApp · After the patient confirms
شكراً [الاسم]، تم تأكيد موعدك يوم [اليوم] الساعة [الوقت] في [العيادة]. نراك قريباً.
Use them in Capra, filled in per patient
Capra’s reminder rules send the right template per appointment type at the right local time, fill in the name, clinician and time automatically, carry one-tap confirm and reschedule, and show delivery status per message.
See appointment reminder softwareSecurity & reliability
Built for healthcare, trusted with patient data
Defence in depth, from the first message to the last record. This is how we operate, not a badge.
Encrypted in transit and at rest
Connections use current TLS with HSTS, and stored data is encrypted with keys managed by our cloud provider.
Least-privilege, role-based access
Permissions come from defined roles, privileged access needs multi-factor authentication, and rights are reviewed regularly.
Monitored and logged
Security-relevant events are recorded, retained and reviewed so unusual activity can be investigated quickly.
Backed up and resilient
Critical data is backed up regularly and protected like production, with processes to restore service after a disruption.
Hosted where you need it
UK clinics are hosted in the UK by default; deployment in other regions, including the UAE, is available on request with the same protections.
Connected to your systems
Capra connects to the record, calendar, accounting, messaging and claims systems you already run; integrations are built with you during onboarding.
Works with the tools you already use, with human support in UK and UAE hours
- Google Calendar
- Microsoft Outlook & Teams
- SMS (Twilio)
- WhatsApp Business
- Email (DKIM verified)
FAQ
Questions, answered
What should an appointment reminder text say?
The clinic name, the clinician, the date and the time in the first line, then one clear action: reply YES to confirm or tap to reschedule. Keep it under 160 characters for SMS, give the patient a way to change the appointment, and avoid anything clinical in the message itself.
When should reminders be sent?
A first reminder two or three days before, so the patient can rearrange, and a second the day before or the morning of the visit. A review of 18 studies found no significant difference between 24, 48 and 72 hours ahead, so sending one at all matters more than the exact hour. Add a week-ahead reminder for bookings made far in advance.
How many reminders is too many?
Three around one appointment is the upper limit most patients accept: a few days before, the day before and, if unconfirmed, a short confirmation request. More than that reads as spam and gets the number blocked. One good reminder with a one-tap reply beats five.
Should reminders mention the cost of a missed appointment?
A short, factual line can help: in a randomized trial in NHS hospital clinics, stating the cost of a missed appointment in the reminder cut the DNA rate from 11.1% to 8.4%. Keep the tone friendly and pair it with an easy way to cancel or move the slot.
Can I use these templates in Capra?
Yes. Capra's reminder templates use the same placeholders: name, clinician, appointment type, date, time and links are filled in per patient automatically, and each template is tied to a reminder rule per appointment type. Copy any of these in or start from the built-in set.
Do patients need to consent to reminders?
Capra records each patient's messaging consent on their record at booking or intake and only sends to patients who have agreed; a STOP reply or an opt-out is applied automatically. The templates above assume that consent is already on file.
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