Appointment Reminder Bot Template

The conversation, step by step

These are the messages and questions in the template as it comes. Words in brackets are filled in from your business details or from the visitor's earlier answers. A visitor sees only the steps that match the buttons they choose, and you can change any wording, add steps or remove them in the flow builder.

1. Hi! This is a reminder from [Practice Name]. You have an upcoming appointment with [Doctor Name]. Location: [Office Address]
2. Can you confirm you'll be there?
   • Confirm
   • Need to Reschedule
   • Cancel
3. The visitor is saved as a lead, tagged:
   • appointment_confirmed
4. Thanks for confirming! A few reminders: - Please arrive 10 minutes early - Bring your insurance card and photo ID - If you need to reach us, call [Office Phone] See you soon!
5. No problem! You can reschedule online: [Online Booking Link] Or call us at [Office Phone] and we'll find a time that works for you.
6. The visitor is saved as a lead, tagged:
   • appointment_reschedule
7. We look forward to seeing you at your new time!
8. Your appointment has been marked for cancellation. Would you like to reschedule for a later date?
   • Yes, reschedule
   • No, I'll call when ready
9. The visitor is saved as a lead, tagged:
   • appointment_cancelled
10. Thanks for letting us know. We'll cancel your appointment. When you're ready to reschedule, call us at [Office Phone] or book online at [Online Booking Link]. Take care!

What you get with each lead

Every lead this template collects appears in your Alma leads inbox with the answers the visitor gave and these tags, so you can sort and follow up: appointment_confirmed, appointment_reschedule, appointment_cancelled. Alma emails you when a new lead arrives. On the Growth plan and up you can also send leads to other software through Zapier, and the Agency plan adds webhooks.

Questions your flow does not cover

A template answers the paths it was built for. To answer other questions in the visitor's own words, add AI answering for $25 a month: it replies from business information you provide as text, which the Alma team loads into your bot. The article on how a knowledge base chatbot works explains what to write.

For more on using a chatbot in this kind of business, see our page on chatbots for healthcare practices.

More healthcare & medical templates

• Medical Practice Welcome BotDirect patients to appointments, office info, or the patient portal, and send refill and health questions to the office by phone.
• Appointment Scheduling BotTake appointment requests with the visit type, a preferred time, and the patient's name and contact details.
• New Patient Request BotTake a first-visit request: visit type, preferred time, whether insurance will be used, name and contact details. Registration forms stay with the practice.
• Refill Callback BotTake a callback request about a refill: name, best time to call and phone number. The office takes the details by phone.
• Office Hours & Location BotShare practice hours, location, providers, and contact information.
• Insurance & Billing BotAnswer billing questions, accepted insurance, and payment options.