Notification of upcoming or missed appointments

Purpose

1.1. Ensure clients, families, and caregivers of adult day care centers are reminded of upcoming appointments or notified of missed sessions, reducing no-shows, supporting compliance, and optimizing staff scheduling.
1.2. Automate real-time and advance notifications via SMS, email, voice, and mobile push, integrating with EMR, CRM, and scheduling tools.
1.3. Maintain up-to-date attendance logs, update client records, and provide personalized communications tailored to client needs and preferences.
1.4. Offer escalation protocols for repeated missed appointments, including staff alerts and follow-up workflows.

Trigger Conditions

2.1. Appointment created, modified, or deleted in scheduling system.
2.2. Upcoming appointment (customizable lead time: e.g., 24 hours, 1 hour).
2.3. Missed check-in beyond scheduled start time (e.g., 30 minutes overdue).
2.4. Repeat missed appointments within a defined period (e.g., 3 in 30 days).
2.5. Manual trigger via staff dashboard or emergency notification needs.

Platform Variants

3.1. Twilio
• Feature/Setting: Programmable Messaging API — configure automated SMS/reminders linked to appointment data changes.
3.2. Plivo
• Feature/Setting: SMS API — automate text reminders for appointment dates/times, missed session alerts.
3.3. SendGrid
• Feature/Setting: Transactional Email API — send templated appointment reminders or follow-up emails on missed visits.
3.4. Mailgun
• Feature/Setting: Routes and Messages API — email notification flow for caregivers and staff.
3.5. Slack
• Feature/Setting: Incoming Webhooks — post announcements to care team channels for no-shows or repeated absences.
3.6. Microsoft Teams
• Feature/Setting: Connector API — deliver missed appointment alerts to dedicated Teams channels.
3.7. WhatsApp Business
• Feature/Setting: Cloud API — send reminders/alerts as WhatsApp messages based on client profile preferences.
3.8. Zoom
• Feature/Setting: Meeting API — send join reminders or notices of non-attendance to scheduled virtual sessions.
3.9. Outlook/Office 365
• Feature/Setting: Calendar event triggers — send email/notification when scheduled events are imminent or missed.
3.10. Google Calendar
• Feature/Setting: WatchEvents API — trigger reminders via email/SMS when events approach or are marked as missed.
3.11. Freshdesk
• Feature/Setting: Ticket Automations — open tickets for missed appointments, alert assigned caseworker.
3.12. Zendesk
• Feature/Setting: Trigger-based notifications — notify teams and log missed session as a Zendesk ticket.
3.13. Salesforce
• Feature/Setting: Process Builder — automate notification processes tied to Care Plan Appointments object.
3.14. HubSpot
• Feature/Setting: Workflows — email/SMS reminders based on contact appointment properties.
3.15. ActiveCampaign
• Feature/Setting: Automations — schedule and send reminders, update profile tags on missed sessions.
3.16. Pipedrive
• Feature/Setting: Activities API — trigger push/email/SMS notifications before and after scheduled activities.
3.17. ZoomInfo
• Feature/Setting: Enrichment Triggers — update and verify contact details when info is out-of-date after missed attempts.
3.18. Firebase Cloud Messaging (FCM)
• Feature/Setting: Push notifications — send alerts to mobile app users about appointment status.
3.19. PagerDuty
• Feature/Setting: Incident Automation — alert care managers after escalation conditions (multiple no-shows).
3.20. DocuSign
• Feature/Setting: Envelope Status — send documentation reminders if required forms aren’t signed prior to sessions.
3.21. SMSGlobal
• Feature/Setting: REST API — deliver regional SMS appointment reminders.
3.22. Viber
• Feature/Setting: Messaging API — distribute notifications over Viber where client has opted in.
3.23. Calendly
• Feature/Setting: Event Type reminders — automate user notifications tied to adult day care bookings.
3.24. Bitrix24
• Feature/Setting: Activity Streams/CRM workflows — issue automatic alerts for appointment adherence.

Benefits

4.1. Reduces rate of late arrivals and no-shows, stabilizing care schedules.
4.2. Minimizes manual reminder workload for staff, focusing resources on care rather than admin.
4.3. Provides multi-channel, preference-based communication, improving client engagement.
4.4. Facilitates compliance documentation for attendance tracking, supporting audits and reporting.
4.5. Enables rapid response and intervention for missed or repeated absences, maintaining quality care standards.