Frequently asked questions about Wazzy appointment reminders

What are Wazzy appointment reminders?

These are automated WhatsApp messages that Wazzy sends before an appointment to remind the patient and make it easy for them to confirm, cancel, or reschedule the appointment.

What are appointment reminders for?

They serve to reduce forgotten appointments, facilitate attendance confirmation, and allow the patient to manage changes or cancellations before the appointment.

They also help reception keep the schedule more up to date.

Are appointment reminders automatic?

Yes.

Once configured, Wazzy can send them automatically based on the appointments registered in the calendar.

When are the reminders sent?

The clinic can configure the time at which it wants them to be sent.

For example, you can set the reminder to be sent the day before at a specific time.

Can the exact time of the reminder be decided?

Yes.

The clinic can configure when it wants Wazzy to send the reminder within its workflow.

Can more than one reminder be sent per appointment?

The configuration can be adapted to the strategy of each clinic.

The specific way to use one or more reminders will depend on the options available in the settings.

Does Wazzy send reminders via WhatsApp?

Yes.

Reminders are sent via WhatsApp using the clinic's official channel.

Does the patient need to install any additional application to receive the reminder?

No.

The patient receives the reminder directly on WhatsApp.

Does the reminder show the appointment information?

Yes.

You can include the necessary information for the patient to correctly identify the appointment, according to the clinic's configuration.

How can the patient confirm an appointment from the reminder?

You can do this by using the options available in the message or by replying with text.

Wazzy can interpret the response and reflect the corresponding confirmation within the appointment operations.

Can the patient cancel the appointment from the reminder?

Yes.

The patient can cancel their appointment from WhatsApp and Wazzy can update the schedule.

Can the patient reschedule their appointment from the reminder?

Yes.

The patient can initiate the appointment change from the reminder and Wazzy can continue the conversation via WhatsApp, check new availability, and manage a new date or time.

Does Wazzy automatically assign a new appointment if the patient asks to change it?

Not without patient participation.

Wazzy chats with the patient, checks availability, and completes the change when a new option is agreed upon.

What happens when a patient confirms, cancels, or changes an appointment from the reminder?

The action may be reflected in Wazzy's operations.

If you confirm, the team can know that status. If you cancel, the schedule can free up the corresponding slot. If you change the appointment, Wazzy can update the schedule with the new agreed option.

Are the reminders connected to Wazzy's calendar?

Yes.

Reminders are generated from the appointments recorded in the schedule, and the patient's responses can be linked to the corresponding appointment.

Can the patient ask questions after receiving the reminder?

Yes.

The patient can reply to the message and continue conversing with Wazzy.

What happens if the patient responds something other than “confirm” or “cancel”?

Wazzy can interpret the natural language response and continue the conversation based on what the patient needs and the configured functions.

Does the reminder work only with buttons?

No.

Buttons can facilitate certain actions, but the patient can also respond using natural language.

What happens if a patient does not respond to the reminder?

Lack of response does not in itself equal confirmation or cancellation.

The appointment maintains the corresponding status according to the operations configured by the clinic.

Does Wazzy automatically cancel an appointment if the patient does not respond?

No.

Failure to respond to the reminder does not in itself cause the automatic cancellation of the appointment.

Can reminders help reduce no-shows?

Yes.

Reminding patients of their appointment in advance and making it easy for them to confirm, cancel, or change it can help reduce no-shows and free up unused time slots sooner.

Does Wazzy guarantee that there will be no-shows?

No.

Reminders can help reduce them, but they cannot guarantee that all patients will attend their appointments.

Are reminders sent for all appointments registered in Wazzy?

Appointments created by the assistant, added manually by the front desk, or imported can enter the reminder automation as long as they meet the configured conditions.

What happens if an appointment is modified or canceled before the reminder is sent?

Wazzy works with the current information in the calendar.

If the appointment changes, Wazzy uses the updated data. If the appointment is canceled, it stops treating it as an appointment pending a reminder.

What happens if an appointment is created after the time when the reminder would normally be sent?

The behavior will depend on the configured dispatch rules and the time the appointment is created.

Automation works on appointments that meet the defined conditions.

Do reminders also work for appointments created on short notice?

They can do it as long as the appointment meets the configured shipping conditions.

When an appointment is created very close to its time, the behavior will depend on the established reminder rule.

Can the clinic customize the reminder content?

Yes.

The message can be adapted to the clinic's operations and tone within the available options.

What information can a reminder include?

It can include useful details to identify the appointment, such as date, time, clinic, professional, or other configured information when applicable.

Can the clinic decide which appointments the reminders apply to?

The configuration can be adapted to the clinic's operations and determine in which appointments or situations automation is used, within the available options.

Can the clinic turn off the reminders?

Yes.

The clinic can decide if it wants to use this automation within its Wazzy setup.

Do reminders work even when reception is closed?

Yes.

Messages can be sent automatically at the set time without a receptionist needing to be logged in.

What happens if a patient responds to a reminder outside of reception hours?

Wazzy can continue the conversation automatically based on the clinic's settings.

If the situation requires human intervention, it can be handled in accordance with the established escalation rules.

Can reception see the responses to the reminders?

Yes.

Conversations derived from reminders are part of the WhatsApp activity available to the team.

Can reception intervene in a conversation initiated by a reminder?

Yes.

The team can take control whenever you need to attend to the patient personally.

Does Wazzy know which appointment the patient's response corresponds to?

The reminder is related to a specific appointment, which allows Wazzy to manage the corresponding actions within the calendar operations.

Can the clinic see which patients have confirmed, canceled, or not responded?

Yes.

The status of the responses can be reflected in Wazzy's operations so that reception can know which appointments are confirmed, which have been canceled, and which are still pending.

What happens if the patient has several upcoming appointments?

Yes. Wazzy links each reminder and each response to the corresponding appointment to avoid confusion.

The specific presentation format can be adapted to the available information and the configured workflow.

Can Wazzy remember multiple appointments for the same patient?

Yes.

If a patient has different registered appointments that meet the reminder conditions, each one can be managed within the corresponding automation.

Are reminders only for first visits?

No.

They can be used for appointments registered in Wazzy that are included in the automation settings, regardless of whether they are first-time visits or follow-up appointments.

Do reminders work for different medical specialties?

Yes.

They can be used in the various specialties that Wazzy works with, such as dental clinics, physiotherapy and osteopathy, aesthetic medicine, and dermatology.

Can Wazzy recontact a patient who hasn't responded to the first reminder?

It will depend on the strategy and the reminder settings available for the clinic.

You can do this if the clinic has more than one reminder configured for that type of appointment. If that configuration does not exist, an automatic retry is not sent.

What happens if the patient replies to the reminder with a query that has nothing to do with the appointment?

Wazzy can continue the conversation in natural language and handle the new query if it falls within its capabilities.

If human intervention is required, you can escalate it to the team.

Are reminders included in Wazzy?

Currently, this functionality can be activated without a specific additional charge for the module. The applicable price is the one stated in Wazzy's current commercial terms.

Can reminders generate WhatsApp costs?

Yes.

WhatsApp Business Platform messaging costs depend on Meta's rates and conditions and are billed directly by Meta to the clinic.

Does Wazzy charge Meta messaging fees?

No.

The costs corresponding to the WhatsApp Business Platform are billed directly to the clinic by Meta.

Do reminders use the official WhatsApp Business API?

Yes.

Wazzy works through the official WhatsApp Business Platform infrastructure.

Do reminders use WhatsApp templates?

When the clinic-initiated message must comply with the WhatsApp Business Platform template system, Wazzy uses the corresponding operation according to Meta's current rules.

This may depend on the context of the conversation and the applicable conditions at any given time.

Can the clinic modify a reminder template?

Templates subject to Meta's system must comply with its approval and usage rules.

Wazzy can help set up the necessary templates for the clinic's operations.

What happens if Meta changes its WhatsApp rules or pricing?

WhatsApp Business Platform terms depend on Meta and may change over time.

Wazzy adapts its operation to the applicable conditions of the official platform.

Do reminders have to be sent manually one by one?

No.

Automation is specifically designed to prevent the front desk from having to individually prepare, review, and send each reminder.

Once configured, it can operate automatically.

Can Wazzy manage reminders for a high volume of appointments?

Yes.

Wazzy is designed to automate reminders for appointments that meet the configured conditions.

The messaging volume will be subject to the applicable technical conditions and those of the WhatsApp Business Platform.

What advantage do automatic reminders have over manual sending?

They prevent the team from having to check the schedule and contact each patient one by one.

Furthermore, they allow the patient's response to be converted directly into a confirmation, cancellation, or change linked to the schedule.

Do reminders replace Wazzy's appointment management?

No.

Reminders are an automation associated with existing appointments.

The creation, modification, and cancellation of appointments are managed through the Wazzy assistant and calendar.

What happens if the patient cancels and leaves an empty slot?

The cancellation can free up that slot in the schedule.

The subsequent use of that space for other functionalities depends on the specific capabilities active in Wazzy.

Are reminders and communications the same thing?

No.

Reminders are related to specific appointments.

Communications allow sending messages to patient groups with other objectives, such as notices, promotions, or campaigns.