Reminders work. Making them by hand doesn't scale.
Where it breaks down:
Staff make reminder calls in between everything else.
Calls get skipped on busy days, and no-shows follow.
Care-gap outreach waits behind daily volume.
Patients overdue for care are reached late, or not at all.
Nobody can see who was reached and who wasn't.
Follow-up becomes guesswork.
We treated a reminder as a short call with one job, and designed around what it can safely say.
- A reminder call is short and has one purpose: confirm, move, or cancel.
- Outbound calls to patients need care about who is on the line and what's said.
- The lasting value is in the record: who answered, and what they said.
The agent had to:
- Say nothing sensitive until the right person is on the line.
- Confirm, reschedule, or cancel on the spot.
- Record every outcome so staff know who to follow up with.
A RevAIvo Voice outbound agent working from your contact list and your calendar.
Your list, one account
Load your contacts and run the campaign from the same account that handles your inbound calls.
Right person first
Confirms it's the patient before mentioning the appointment, and keeps any voicemail to the minimum you set.
Confirm or move
Confirms the visit, or reschedules against your calendar (Google Calendar or TidyCal) during the call.
Outcome on record
Every call lands in Pulse with its outcome and sentiment, so staff follow up with the patients who didn't pick up or asked for a person.
It brings in your team when…
Scoped narrow on purpose. Where you've set a number it can connect the caller; otherwise it logs a callback request for your team.
- The patient reports symptoms or asks a clinical question.
- The patient asks to speak to a person.
- The patient asks to stop receiving calls. The request is recorded for your team.
- Someone other than the patient answers and your rules don't cover it.
What the call sounds like
Hello, this is RevAIvo calling on behalf of the clinic for Alex Morgan. Is this Alex?
Speaking.
Thanks, Alex. I'm calling to confirm your appointment tomorrow at 9:15. Will you be able to make it?
I can't do 9:15. Is there anything later?
I can offer 11:00 tomorrow, or 9:15 on Thursday.
11:00 works.
You're booked for 11:00 tomorrow, and the 9:15 slot is released. See you then.
Thank you.
You're welcome. I'll text you a confirmation of the new time when we hang up.
Sent after the call
Your appointment is now confirmed for tomorrow at 11:00. If you need to change it, call (555) 010-0140.
Your appointment is confirmed for tomorrow at 11:00. Add it to your calendar: northvale.example.org/calendar. If you need to change it, call (555) 010-0140.
Message wording is illustrative and deliberately minimal: no health details. It goes out when the call ends, based on how the call went.
What changes for your team
An illustrative scenario:
Say your team handles 800 reminder calls a month, and the agent takes 40% of them end to end, at an assumed 5 minutes a call. These figures are assumptions for illustration, not customer results.
In a pilot we measure this with you, on your own calls in RevAIvo Pulse: calls connected, when patients pick up, and outcomes by disposition.
Reminders that go out when they should, and a clear list of who still needs a call.
Fewer missed visits to chase, and a record of every call.