A good reminder routine is short and the same every time. For most visits, two reminders are enough: one the day before and one on the day.
The two-reminder routine
Reminder 1: the day before
- When: morning or early evening, not late at night.
- What: the patient's name, the doctor, the date and time, and the clinic phone number.
- Why: it gives the patient a full day to arrange work, travel or someone to bring them.
Reminder 2: on the day
- When: in the morning, before the patient's day gets busy.
- What: one short line that the visit is today, and the clinic phone number.
- Why: it catches the patient who read the first reminder and then forgot.
Why not three or more?
Each extra message adds little and raises the chance that a patient blocks or reports the number. WhatsApp's Business Messaging Policy says it may limit how many messages a business can send based on blocks and reports. A patient who blocks the number also misses every useful reminder after that.
Special cases
- New patients: a one-time welcome message with the clinic's number is separate from visit reminders.
- Follow-ups set weeks ahead: the day-before reminder matters most here, because the date was set long ago and is the easiest to forget.
- Same-day bookings: skip the day-before reminder. One reminder, or none, is enough.
An example
A patient with diabetes is seen on 2 March, and the doctor sets a follow-up for 30 March.
- 29 March, morning: a reminder that the follow-up is tomorrow, with the clinic phone number.
- 30 March, early morning: a short reminder that the visit is today.
- That is all. No third message. If the patient does not come, someone from the clinic calls them.
With Vaidya OS
On a paid plan, Vaidya OS runs this routine by itself, from the one shared Vaidya OS WhatsApp number:
- Booked visit: a reminder the day before, at your clinic's opening hour, and another at 8 AM on the day.
- Follow-up date: a reminder at 9 AM the day before, and another at 8 AM on the day.
- No doubling up: a patient with a booking and a follow-up on the same day gets one morning reminder.
- Welcome: a new patient gets one welcome message, and when they tap Yes, correct, they get your clinic phone number and booking link. Family members who share a phone get one welcome between them.
- One-tap replies: booking reminders carry Yes, I'll come and Reschedule buttons, and follow-up reminders carry Book my slot and Change date. A patient who taps gets your clinic phone number and booking link.
Each paid plan includes a set number of WhatsApp messages a month, so a short routine also makes that last. Automatic messages do not run in the 14-day free trial. See plans and how follow-up reminders work.