7 Copy-and-Paste Text Templates for Medical Providers

male doctor and female patient

Nobody likes to be stood up. That includes medical professionals, their staffs and other health and wellness practitioners. Booking patients back to back in neat 30-minute time slots looks good on a calendar but in the real world appointments are missed and people show up late.  

Ensuring that patients arrive on time and on the right day is crucial for running a successful practice with a healthy bottom line. Using business texting software templates can help.  

Appointment reminders are a proven way to reduce no-shows, which can be extremely costly for a business. Having gaping holes in your schedule because of missed appointments can be frustrating. Likewise, keeping other people waiting longer than expected because previous patients arrived late isn’t good for your reputation or the online reviews about your practice.  

Improve patient engagement and commitment with text messaging  

While most EMRs (electronic medical records) have appointment reminders as a standard feature, there are other reasons for adopting text messaging for medical businesses. For starters, texting software enables staff members to quickly and easily connect with patients by sending SMS texts to their cellphones using an existing office landline, VoIP or toll-free phone number. Front office employees can send and receive text messages from nearly anywhere using their laptops, desktop computers and mobile devices. See how it works here 

By proactively engaging with patients a few weeks to several days to even a couple hours before their scheduled appointment, a medical office can greatly reduce no-show-itis. Simply alerting them with a scheduled text message with details such as date, time and any paperwork they should bring or food or drink that should be avoided can be helpful. With this advance notice, if a patient needs to cancel for any reason, they can simply reply to the text message, or call using the same number, which gives the staff time to text someone on a waiting list to fill that open time slot.

Female Doctor and Child Patient

Convert referrals into customers using text message templates  

When someone is referred to your practice by a doctor, medical facility or even one of your satisfied patients, sending a text message as soon as possible would be to your advantage. Using a pre-written “referral” template is super easy, saves time, and ensures that the message you want to send is executed consistently no matter who sends it (see referral template below). 

If your office can convert even one potential patient through a referral, it would be wise to think about the value of that patient and not just the value of one appointment. Typically, a physical therapy patient will average eight appointments for reoccurring care, so rather than gaining $100 from an appointment reminder to someone who is already a patient, your practice could be gaining $800 from converting a potential patient into an actual one.
 

“Once patients know they can text, they start asking about bills and their next appointment.”

Dr. Michael Bratland, CEO/Owner, CrisDental 

Keeping communication channels open with text templates  

Getting a new patient to physically enter through your front door can sometimes mean the difference between a long-term relationship or no relationship at all. Research shows that there’s no guarantee an individual will make it to their appointment even after an initial date is set. When a person doesn’t show up for their first meeting with a doctor, the likelihood that they’ll reschedule it becomes much lower.  

A recent study by athenahealth looked at more than a million patients over a two-and-a-half-year period and found that those who failed to keep just one appointment with their primary care doctor were 70% more likely not to return within 18 months. So, whether your focus is on medical, dental, vision, chiropractic, physical therapy or other treatments, staying in close contact with new and existing patients is good for the overall health of your business.
 

Templates save time and cut down on repetitive daily tasks 

Templates are especially useful when you know you’ll be sending the same message multiple times—like appointment reminders and confirmations. Templates allow you to pre-draft a message and save it for the future, enabling you to use the same template again and again.  

Texting with patients (and wellness center clients) makes it easy to stay organized. Complete conversation histories are stored under each person’s contact details, so the messages are accessible by others in the office as well. Unlike phone calls where information is relayed and then gone, texting provides a written record of what was shared for others to see if needed. 

Aside from connecting with patients about appointments or to follow up after their treatment to see how things are going, it’s also a good opportunity to request that they leave a Google review for your business. When you create and save your template, simply link to the Google review page for your business to make it easy for your customers to rave about you online. 

Get started: 7 business texting templates 

If you’re a Zipwhip customer, just copy and paste the plain text (shown below each image) into your text window. Be sure to edit any words or details that should be customized so they make sense for your business.  

________________________________________________  

Appointment Reminder 

Reminder TextHi [First Name], this is [My First Name] from [Custom Field 1]. This is a friendly reminder that we have you scheduled for a [Custom Field 2] on DATE at xx am/pm.  Reply to this text or call if you need to reschedule. We look forward to seeing you next week! 

[My First Name], [Custom Field 1] 
Text STOP to opt out. 

________________________________________________ 

Appointment Confirmation 

template for text messages for medical providersHi [First Name], this is [My First Name] from [Custom Field 1]. Thanks for scheduling your annual checkup with us. We look forward to caring for you! Below are your appointment details as well as some helpful information. APPT: DATE at XX am/pm. Reply C to Confirm or text or call this number to reschedule. Want to get a head start on your paperwork? Visit INSERT LINK HERE. QUESTIONS? Just call or reply to this text for assistance.  

[My First Name], from [Custom Field 1]
Text STOP to opt out. 

________________________________________________ 

New Patient Referral 

template for text messages for medical providers

Hi [First Name], this is [My First Name] from [Custom Field 1]. We received a referral from your doctor and need to schedule your initial appointment. To schedule, please call our clinic at [Custom Field 2] or simply reply to this text. Thanks, and we look forward to caring for you!  

[My First Name], from [Custom Field 1]
Text STOP to opt out. 

________________________________________________ 

Filling Last-minute Openings 

template for text messages for medical providers

Hi [First Name], this is [My First Name] from [Custom Field 1]. We have a last-minute opening today at XX am/pm and wanted to see if you’re available since you’re at the top of our waiting list. Please reply to this text or call us at [Custom Field 2] if you can make it. Thanks, we look forward to hearing from you soon.  

[My First Name], from [Custom Field 1]
Text STOP to opt out. 

________________________________________________ 

Capturing Past Due Payments 

template for text messages for medical providersHi [First Name], this is [My First Name] from [Custom Field 1]. Our records indicate that you have an outstanding account balance that is 30 days past due. Please reply to this text or call us at [Custom Field 2] so we can assist you in resolving this matter. Thank you. We look forward to hearing from you soon.  

[My First Name], from [Custom Field 1]
Text STOP to opt out. 

________________________________________________ 

Follow-up  

template for text messages for medical providers

Hi [First Name], this is [My First Name] from [Custom Field 1]. We wanted to follow up and see how you’re feeling following INSERT REASON FOR FOLLOW-UP. Please reply to this text or call our office at [Custom Field 2] if you have any questions or need assistance. We’re available DAYS between XX am and XX pm.     

[My First Name], from [Custom Field 1]
Text STOP to opt out. 

________________________________________________ 

Google Review Request  

template for text messages for medical providers

Hi [First Name], this is [My First Name] from [Custom Field 1]. Thank you for your business. We would greatly appreciate if you could leave a Google review about your experience with us. We have provided a link to our “Google My Business” page for your convenience. Have a wonderful day.  

[Custom Field 2] 

[My First Name], from [Custom Field 1]
Text STOP to opt out. 

________________________________________________ 

Learn more about additional Texting for Business™ software features 

  • Auto Reply: Provide patients with emergency instructions and collect appointment requests during non-work hours with automated text responses. 
  • Desktop App: Zipwhip’s Desktop App notifies you of new texts when you’re working in another program, so every text is seen as soon as it is received. 
  • Group Texting: Create segmented groups for processing wait lists or filling last-minute cancellations. Texts are sent as BCC messages, so no recipient names are ever visible.  
  • Scheduled Texting: Automate text messages that can be sent at a later date to notify patients when they have an appointment or are overdue for a visit. 

Using business texting software is a secure way to communicate with patients. It’s also the way more and more consumers want to connect. In our 2019 State of Texting report we found that 67% of people surveyed would rather text with a business about appointments, reminders and scheduling than talk on the phone or through email.  

To learn more about the benefits of business texting, download our free e-book: The Ultimate Guide to Texting Your Customers. It’s filled with helpful tips and tools on how to use texting to market your business, best practices for staying compliant with TCPA regulations, texting etiquette and more.   

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