Automated email/SMS appointment reminders

Purpose

1.1. Reduce client no-shows and late cancellations by automatically sending appointment reminders via email/SMS.
1.2. Deliver timely communications tailored for ABA therapy clients and families to ensure ongoing engagement and clarity.
1.3. Free up staff time otherwise spent on manual outreach, enabling better resource allocation for therapists.
1.4. Improve treatment adherence and facilitate smoother therapy session schedules.
1.5. Enhance client satisfaction through proactive, consistent messaging regarding sessions, cancellations, and rescheduling.

Trigger Conditions

2.1. New appointment creation or change in the therapy management software.
2.2. Upcoming appointment detected (e.g., 24 or 48 hours before scheduled time).
2.3. Status change (e.g., appointment marked as “confirmed,” “rescheduled,” or “pending”).
2.4. Manual trigger by therapist or admin from dashboard interface.
2.5. Scheduled automated daily/weekly checks for upcoming appointments.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Send Message API (POST /2010-04-01/Accounts/{AccountSid}/Messages.json); set "To", "From", and "Body" fields with session details.

3.2. SendGrid
• Feature/Setting: Mail Send API (POST /v3/mail/send); pass dynamic template data and recipient email for each reminder.

3.3. Mailgun
• Feature/Setting: Messages API (POST /v3/{domain}/messages); automate sending customized reminders using stored templates.

3.4. Plivo
• Feature/Setting: Message API (POST /v1/Account/{auth_id}/Message/); configure sender/recipient and content dynamically.

3.5. Nexmo (Vonage)
• Feature/Setting: SMS API (POST /sms/json); insert client info and appointment details programmatically.

3.6. Amazon SES
• Feature/Setting: SendEmail API (POST /); automate outbound reminders with customizable email bodies and dynamic subjects.

3.7. Amazon SNS
• Feature/Setting: Publish API (POST /); send SMS notifications to clients based on triggers.

3.8. Google Workspace (Gmail API)
• Feature/Setting: users.messages.send; draft and dispatch emails from ABA practice account with structured content.

3.9. Microsoft Graph (Outlook)
• Feature/Setting: Send mail; automate reminder emails with appointment merge fields.

3.10. MessageBird
• Feature/Setting: Conversations API (POST /v1/send); personalize SMS with session data.

3.11. HubSpot
• Feature/Setting: Email API (POST /email/public/v1/singleEmail/send); configure with client list and session reminders.

3.12. ActiveCampaign
• Feature/Setting: Automation workflows; trigger email/SMS based on contact record and event date.

3.13. Klaviyo
• Feature/Setting: Flows; use date-triggered flows with contact and appointment custom properties.

3.14. WhatsApp Business API
• Feature/Setting: Send message endpoint (POST /v1/messages); use session templates for appointment notification.

3.15. ClickSend
• Feature/Setting: SMS API (POST /v3/sms/send); automate bulk and individual appointment notifications.

3.16. Freshdesk
• Feature/Setting: Ticket notification automations; configure for reminders as new tickets/comments.

3.17. Zoho CRM
• Feature/Setting: Workflow rules with “send email/SMS”; schedule based on appointment date fields.

3.18. Salesforce
• Feature/Setting: Process Builder; create scheduled action for email/SMS reminders tied to calendar events.

3.19. Slack
• Feature/Setting: chat.postMessage API; send direct reminders in private channels for telehealth sessions.

3.20. Pipedrive
• Feature/Setting: Workflow Automation; trigger email/SMS when activity labeled “ABA Appointment”.

3.21. Infobip
• Feature/Setting: SMS API (POST /sms/1/text/single); send personalized SMS reminders on schedule.

3.22. Intercom
• Feature/Setting: Messages API; auto-send in-app or SMS reminders tied to appointment attributes.

Benefits

4.1. Significantly reduces client no-shows and unplanned absences.
4.2. Improves overall attendance and consistency in therapy plans.
4.3. Automates a high-volume, repetitive workflow for staff.
4.4. Enhances client/family communication with minimal human input.
4.5. Enables multi-channel messaging for maximal client reach and preference accommodation.
4.6. Centralizes outbound communication logs for compliance and audit.
4.7. Supports fast scaling with increased client base without more manual workload.
4.8. Customizable timing and content to suit each clinic and therapist group workflow.