Automated follow-up on missed appointments or absences

Purpose

1.1. Automate multi-channel follow-up when an adult day care participant misses a scheduled visit, absence is noted, or necessary attendance is not registered.
1.2. Notify family, caregivers, and relevant staff using timely, accurate communication, escalating to supervisors or case workers if required.
1.3. Log all messaging, response collection, and escalation activities for compliance, reporting, and quality assurance.
1.4. Enable rapid coordination for welfare checks, rescheduling, transport assistance, or health follow-ups.

Trigger Conditions

2.1. Absence recorded in participant attendance software after a configurable cutoff.
2.2. Manual press of ‘missed attendee’ by frontline staff on digital sign-in.
2.3. Lack of sign-in data submitted by remote check-in device or app.
2.4. Direct sync failures between client management system and attendance logs.

Platform Variants

3.1. Twilio SMS
- Feature: Programmable Messaging; configure outbound SMS to family number, sample: “Missed appointment at [Center]. Reply YES for call back.” API: POST /Messages
3.2. SendGrid
- Feature: Transactional Email API; set up trigger-driven absentee email notifications. Sample: endpoint sends templated HTML emails to contacts.
3.3. Slack
- Feature: Incoming Webhooks; send auto-alerts to staff or management channels upon missed attendance records.
3.4. Microsoft Teams
- Feature: Adaptive Cards, Webhook; push actionable alerts and escalation forms directly to Teams channels.
3.5. Gmail API
- Feature: Automated Compose & Send; pre-fill and send missed-appointment notification email to emergency contacts.
3.6. Outlook 365 API
- Feature: CreateEvent, SendMail; send alerts and prompt calendar rescheduling for family/staff.
3.7. WhatsApp Business API
- Feature: Session Message; send templated messages to emergency contacts for real-time acknowledgment.
3.8. PagerDuty
- Feature: API Trigger; auto-create escalation incident for high-risk no-shows requiring immediate intervention.
3.9. FrontApp
- Feature: API-triggered Shared Inbox Message; route absentee inquiries to team for unified reply.
3.10. Aircall
- Feature: Initiate Call Post; trigger API to automatically call emergency contact if SMS/email unacknowledged after timeout.
3.11. Intercom
- Feature: Outbound Messaging API; send in-app and email follow-ups to authorized caregivers.
3.12. Salesforce
- Feature: Process Builder, Flow; automated case creation and communication logging for missed attendance.
3.13. HubSpot
- Feature: Automated Workflows; configure sequence for message delivery and failure escalation through multiple channels.
3.14. Zoho CRM
- Feature: Custom Functions; auto-generate activities and email workflows triggered by absence record.
3.15. Mailgun
- Feature: Messages API; send personalized absentee emails, track opens/responses for follow-up chains.
3.16. Vonage
- Feature: SMS and Voice API; dual-mode outreach if first message goes unanswered.
3.17. RingCentral
- Feature: Message/Call API; schedule reminders or welfare checks by phone.
3.18. Google Sheets
- Feature: Sheets API; log triggers, notifications, and responses for compliance and audit.
3.19. Airtable
- Feature: Automations; track absentee events, trigger notifications from base updates.
3.20. Zapier
- Feature: Multi-step Automation; combine triggers (from calendars, sign-in apps) with notification and escalation steps among above platforms.

Benefits

4.1. Increases family engagement and safety oversight by automating routine checks.
4.2. Reduces manual admin workload for care staff and minimizes human error in urgent cases.
4.3. Improves compliance with care standards and documentation requirements.
4.4. Enables rapid response workflow—from notification to escalation—without staff intervention.
4.5. Integrates seamlessly with mixed communication preferences: SMS, email, in-app, and calls.