Setting up a text reminder schedule in ChiroHD helps streamline communication with patients, ensuring they receive timely appointment reminders. Follow the steps below to configure your text reminder schedule effectively.
Step-by-Step Guide
Log into your Location and navigate to Location Settings
Click "Office"
Click "Office Configuration"
Click "Scheduled Reminders"
Click "Add Text Reminder Schedule"
If you do not see this option, navigate to Settings > Initial Setup > Integrations > Twilio and type in your area code to select a texting phone number. You must complete the A2P Registration process as per FCC regulations. See the ChiroHD Academy Twilio Lesson for more details.Click "Create" or select a previously created template from the Reminder Preset Search Field.
Name your preset.
Select Appointments to Text:
ChiroHD allows you to customize your reminder strategy based on patient response status. Below are the available options for sending text reminders:
Haven't been sent a reminder yet:
Sends a reminder only to patients who have not yet received any reminder for their appointment.
✅ Best used for initial reminder setups.
❌ Will not resend if a patient has already received a reminder. Sends only if a patient has not received a reminder for the appointment.
Haven't responded to a previous reminder:
Targets patients who have received a reminder but have not responded (e.g., confirmed or canceled).
✅ Sends a follow-up reminder at a scheduled time.
❌ Not recommended as the first reminder for an appointment.
Haven't been sent OR haven't responded to a previous reminder:
Covers both scenarios:
Sends to patients who haven’t received a reminder at all.
Also sends to those who have received but haven’t responded.
✅ Best "catch-all" option—ideal for ensuring every patient either gets a first reminder or a gentle nudge to respond.
Everyone, regardless of previous responses:
Sends a reminder to all patients scheduled, even if they've already confirmed or responded.
✅ A good option if you prefer that every patient receives a second reminder, regardless of their response history.
Select Appointment Types for which you want to deliver reminders. If left blank, reminders will be sent for all appointment types.
Select Appointment Statuses that should receive reminders. If a patient has already confirmed but you want them to receive an additional reminder, select both "Scheduled" and "Confirmed".
English Appointment Template - This is where you can customize the default language and create your own personalized messaging for appointment reminders.
Please ensure all text message content remains HIPAA compliant.
Customize your templates:
Click Preview to see how the text will appear and access additional macros.
Add personalized text and use macros as required.
Macros - Take your text message reminders a step further by customizing them with macros. Macros allow the system to dynamically pull in specific information— such as using the doctor’s first name instead of their last name.
Tip: Simply copy and paste the desired macro directly into your message to ensure it functions correctly. Once you've made your changes, be sure to click "Save" to apply them.
Update your Spanish template, as the system does not auto-translate messages.
Save your template.
Scheduling Your Text Reminders
ChiroHD gives you flexibility when scheduling appointment reminder texts. You can choose between two scheduling options: sending reminders at a specific time of day or a set number of hours before the appointment.
Option 1: Send Reminders at a Specific Time of Day
If you want all reminders to be sent at the same time each day, use the following two fields together:
"X Days Before"
"At Hour of Day"
These fields work in combination to tell the system:
How many days in advance to send the reminder
What time of day to send it
✅ This is ideal for consistent, daily reminder schedules (e.g., all reminders go out at 10:00 AM the day before the appointment).
Option 2: Send Reminders X Hours Before Appointment
If you prefer to send reminders based on the time of the actual appointment, use the "OR X Hours Before" field.
This setting triggers reminders a specific number of hours before each individual appointment.
Reminders will be sent throughout the day, based on each patient's appointment time.
✅ This is ideal if you want reminders to feel more personalized and time-specific.
To pause a template, inactivate it temporarily instead of deleting it.
🏢 Example Scenario: Setting Up Two Appointment Reminder Texts
Let’s walk through a common office scenario.
An office wants to:
Send a first text reminder for all appointments 1 day before at 10:00 AM
Send a second reminder to:
Anyone who didn’t receive the first reminder (e.g., newly scheduled patients), and/or
Anyone who hasn’t confirmed their appointment
This second reminder should be sent 5 hours before the scheduled appointment time.
Here’s how to configure both reminders in ChiroHD:
📤 Step 1: Set Up the First Text Reminder (1 Day Before at 10:00 AM)
Navigate to Add Text Reminder Schedule > Create
Name your preset (e.g., “Day-Before Reminder”)
Under Appointments to Text, select:
✅ Haven’t been sent a reminder yetLeave Appointment Type and Appointment Status blank
In the English Appointment Template field, enter your desired message
Click Submit
⏰ Now schedule the timing for this preset:
Under X Days Before, select:
1Under At Hour of Day, select:
10:00 AMClick Save
✅ This setup will ensure that all patients with an upcoming appointment receive their first reminder one day before at 10:00 AM.
📤 Step 2: Set Up the Second Reminder (Catch-All, 5 Hours Before Appointment)
This reminder will:
Send to patients who did not receive the first reminder (e.g., they were added to the schedule after 10:00 AM)
Send to patients who received the first reminder but have not responded
Navigate to Add Text Reminder Schedule > Create
Name your preset (e.g., “Final Reminder – 5 Hours Prior”)
Under Appointments to Text, select:
✅ Haven’t been sent OR haven’t responded to a previous reminderLeave Appointment Type and Appointment Status blank
Enter your desired message under English Appointment Template
Click Submit
⏰ Now schedule the timing for this preset:
Under OR X Hours Before, enter:
5Click Save
✅ This configuration ensures that any patient who:
Missed the first reminder or
Hasn’t yet confirmed
will receive a follow-up reminder exactly 5 hours before their scheduled appointment.
Finalizing Your Reminder Schedule
You can set multiple schedules for different types of reminders. Maybe you want a different schedule and verbiage for your New Patient Appointments or you Massage Appointments, you can customize your text reminders.
Ensure your settings comply with HIPAA regulations.
If you need additional help, click the question icon in the platform to access further support articles.
By following these steps, you can effectively automate patient reminders in ChiroHD, reducing no-shows and improving patient engagement.