Advantages and Disadvantages of Using Text and Voicemail for Appointment

Advantages and Disadvantages of Using Text and Voicemail

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Patients forget their appointments, so reminders are a must. Not only do they jog the patient’s memory, but it also helps them stay on track. Implementing a reminder system is an effective way for patients to remember their bookings. Besides, it also eases administrative duties and increases revenue.

Utilizing Text Messages for Appointment Notifications

Pros and cons include text and voicemail appointment reminders, which healthcare providers often use. On the plus side, these reminders can be a helpful aid. However, some people may find them irritating. Not all individuals want to be constantly notified via text or voicemail from medical professionals.


Low Cost and Scarcity of Necessary Resources: For your medical practice, sending a text message is more cost-efficient and diminishes the need for administrative resources. Automated bulk SMS can be sent, thus cutting labor costs associated with calling each person. Text messages are often included in mobile phone plans, making them a cost-effective communication method.

Accessible and Straightforward: It is more convenient and straightforward for patients to get notifications via SMS. They are also more likely to view an SMS prompt since most individuals open a text message shortly after they obtain it. Additionally, it is manageable. Most people have a mobile phone and carry it with them, so a text message is more likely to be seen than a voicemail message.

A two-way text messaging system allows patients to rearrange their consultation by responding to the text. In addition, they can quickly integrate appointment alerts into their calendar. 

Furthermore, customers can always refer back to the information relating to their appointment if they need to remember, consequently reducing the number of failed show-ups.

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Convenient and Easy to Track: Text messages can be sent and received quickly, making them an efficient communication method. The sender can see if the text message was delivered and read, clearly indicating whether the recipient received the message.


Sometimes There Could be Delay in Receiving Messages: A significant issue in employing SMS for scheduling alerts is the susceptibility to delays in receiving them. Phone connections are only sometimes dependable. Poor network service can cause messages to be delayed. Elderly individuals, especially, may not have cellular phones.

It is quite possible that the patient gave you an incorrect contact number or altered their phone number without notifying you.

Patients Could Consider It Spam: SMS messages must display a corporate brand or logo, which could arouse doubt among new patients unfamiliar with the company hucu

Consequently, those affected might view such messages as malevolent or untrustworthy and not pay attention to them.

Limited information: Text messages are limited in the amount of information that can be conveyed, which may not be suitable for more complex notifications.

Interruptions: Text messages can be disruptive, especially if the recipient is in a meeting or otherwise occupied.

Lack of personalization: Text messages may be seen as impersonal, and a voicemail message may be more personal.

Additionally, some patients may not be willing to provide you with their cell phone numbers or allow you to text them; in such a situation, you should inquire about their favored method of being reminded of their appointment, which can include a landline call or a voicemail message.

Making Use of Voicemail to Prompt Appointments


Provides Immediate Data: The major perks of a voicemail appointment reminder are that it is precise and reveals that the call is directly from a physician’s clinic or office. Remembering your staff to include the clinic’s and attending physicians’ names when they leave a voicemail is critical.

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Can Deliver More Information: One advantage of conveying information is that it can provide more detail than would otherwise be available.

With voicemails, it is possible to have a more thorough conversation. You can provide more data than you would in a text, like descriptions of unique services.

Leaving a Message: A voicemail system is a great way to leave a message for someone when they are unavailable. It allows them to listen to what you have to say at their convenience and provides a way for them to get back to you.

Personalization: Voicemail messages can be recorded with a personal touch, making them more personal and professional.

Clarity: Voicemail messages can convey more information than text messages, making them better suited for more complex notifications.


Certain Patients May Find Them Irritating: Patients who are not fond of phone calls or who do not check their voicemails in a timely manner may find voicemail reminders to be an issue. Furthermore, the voicemails still need to be received if their mailbox is full.

Before bringing voicemail reminders into your medical practice, inquire with your patients if they find this kind of communication suitable. Many people find such messages to be an unwanted source of distraction and would rather spend their time on tasks of greater importance and urgency.

Does Not Meet HIPAA Requirements: To ensure you stay in compliance with HIPAA regulations, it is best to use text appointment reminders on a HIPAA-compliant platform. Voicemail doesn’t come with this guarantee, and in order to use it to communicate protected health information (PHI), you must sign a business associate agreement (BAA) with the phone service provider. This agreement makes it easier to speak of PHI in your message.

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Inconvenience: Voicemail messages can be time-consuming to listen to and may only be heard after some time.

Limited reach: Not all people have a landline phone or check their voicemail messages regularly.

Cost: Leaving a voicemail message may incur additional charges for long-distance calls or for exceeding a certain number of minutes.

It is evident that sending and receiving text messages is more efficient than making and receiving calls, which can help reduce administrative costs. To ensure HIPAA compliance when sending appointment reminders, healthcare providers should look into a healthcare-specific platform like This will ensure all data sent over SMS is secure and can even provide automation for tedious tasks. provides a way for healthcare providers and their patients to communicate effectively. It is beneficial to practice both large and small, from a single provider to a multi-location hospital system, as it helps to streamline workflow and lets staff concentrate on the patients. offers an integrated solution with any HIPAA-compliant EHR, including appointment reminders, two-way text messaging, and telemedicine capabilities. Our pricing plans are competitively priced depending on the number of providers and a number of bookings we generate revenue when you are successful.

Don’t hesitate any longer – Contact us for a demonstration!

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