Appointment reminders and no-show recovery

Reminders people can reply to, waitlist fills for cancellations, and recall messages that bring regulars back.

From $2,500 setup
Live in 2 to 3 weeks
You own it

Why it matters

A no-show costs the whole appointment: the time, the staff and the customer you could have booked instead.

Most of the fix is not clever. It is reminding people at the right time, making it easy to move an appointment rather than skip it, and filling the gap fast when someone cancels.

One appointmentExample

ReminderA reminder goes out by text, email or WhatsApp, timed to your rules.
ReplyThe customer replies to move it, without a phone call.
RefilledThe free slot is offered to your waitlist straight away.
Anything elseA reply that is not a simple yes, no or new time goes to your team.

What we set up

What we set up in writing, before we start.

Reminders by text, email or WhatsApp, timed to your rules
Confirm, cancel or reschedule by replying, without a phone call
Canceled slots offered to your waitlist straight away
Recall messages when someone is due back
A follow-up after a missed appointment to rebook

Worth knowing

Our own clinic software, Xwits Healthcare, includes no-show prediction, so we know which signals are worth acting on.

The process

From first call to running every day.

01Pick the leak
02Fixed quote
03Company brain
04Build in your accounts
05Supervised start
06Live, with guardrails
07Monthly numbers

What happens at each step

Pick the leakFrom the free check or the audit: the one job that costs you most each month.
Fixed quoteScope, price, timeline and estimated running costs in writing before any work starts.
Company brainWhat the AI needs to know, written down with you: prices, policies and the answers your best person gives. It comes with your first project.
Build in your accountsYour forward-deployed engineer sets up phone numbers, AI services and messaging accounts in your name, so you own them from day one.
Supervised startFor the first weeks the AI drafts and a person on your team approves. We tune it on your real conversations.
Live, with guardrailsRoutine work runs on its own. Anything sensitive, new or involving money still waits for a person.
Monthly numbersWhat the AI handled, response times, hours saved and everything it passed to a person.

Human in the loop

A person stays in charge.

AI does

Sends reminders, timed to your rules
Handles confirm, cancel and reschedule by reply
Offers canceled slots to your waitlist
Sends recall and rebooking messages

A person does

Approves every message template
Any reply that is not a simple yes, no or new time

What we measure every month

No-show rate
Canceled slots refilled
Confirmations received
Recall bookings

The rule in full

Messages use templates you approve. Anything a customer writes that isn't a simple yes, no or new time goes to your team.

Price

From $2,500 setup live in 2 to 3 weeks.

From $2,500 to set up, fixed before we start. Most go live in 2 to 3 weeks.

More about price

Running costs, such as AI usage, phone minutes and message fees, are billed by the providers straight to your own accounts, at cost, separate from our fee. We estimate them in the quote.

Add on-call AI engineering from $900 a month if you want us to watch and improve it.

See all prices

Who it's for

Built for businesses like yours.

Questions

Straight answers.

Does it work with our booking or practice software?

If it has an API or calendar sync, usually yes. We check before quoting.

Will patients or customers find it annoying?

Not if the timing is right and replying is easy. We start with fewer messages, not more, and adjust from the numbers.

The right amount of AI

Ready to put your daily business operations on autopilot?

Stop losing valuable revenue to missed inquiries and back-office admin. Book a 30-minute feasibility call to see what your custom AI system looks like.

Book a 30-minute strategy call

Fixed pricing · 100% client-owned systems · Pay at wholesale API cost