Agents
Appointment reminders
Calls patients ahead of their appointment to confirm it — or reschedule or cancel it on the spot.
The appointment reminder agent calls patients before an upcoming appointment. It reminds them of the date, time and doctor, and records their answer. If they can’t make it, it can move or cancel the appointment during the call.
How it works
- Voxlera reads upcoming appointments from your PMS.
- At the reminder time you set (for example, 1 day before), the patient’s call is queued.
- Optional availability check: if you turn it on, the patient first gets a message asking whether it’s a good time to call, and the agent calls once they confirm.
- Within your active hours, the agent calls the patient.
- If they don’t answer, it tries again, up to your maximum number of attempts.
What the patient can do on the call
| Outcome | What happens |
|---|---|
| Confirmed | The appointment is marked as confirmed. |
| Rescheduled | The agent offers free times with the same doctor and moves the appointment. The new date and time are recorded on the call. |
| Cancelled | The appointment is cancelled. |
| Call back requested | The patient asked to be called at another time, or to speak to someone. |
| No commitment | The patient didn’t give a clear answer. |
The agent also notes any questions or concerns the patient raised that it couldn’t resolve, so your team can follow up. You’ll find outcomes on each call and summarised on the Outcomes and Calendar changes overview cards.
Settings
In Agents → Configuration → Agents → Appointment Reminder:
| Setting | What it controls |
|---|---|
| Reminder timing | How long before the appointment to call, in hours or days. |
| Max attempts | How many times to try an unanswered patient. |
| Time between attempts | How long to wait before calling again. |
| Availability check | Whether to message the patient first to confirm they’re free to talk. |
The wording is in Templates under the appointment reminder. It’s split into sections — greeting, reminder, confirmation, rescheduling and so on — that you can edit separately. See Templates.
Placeholders you’ll use
{{patientFirstName}}, {{clinicName}}, {{appointmentDate}}, {{appointmentTime}}, {{doctorName}}, {{treatmentType}}. Dates and times are written the way your patients expect in their language — for example “12 Mayıs, 13:30” in Turkish and “12 May, 1:30 PM” in English.
Tip
Keep an eye on the Unconfirmed · next 48h overview card. It lists appointments that haven’t been confirmed yet, so your team can call the few the agent couldn’t reach.