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12 Best Appointment Reminder Software Shortlist

After evaluating dozens of tools, I've handpicked the 12 best appointment reminder software. These solutions will help alleviate your scheduling pains and bridge the gaps in your medical practice.

  1. GoReminders - Best for automated messaging with customizable templates
  2. 10to8 - Best for large organizations due to its robust integrations
  3. Apptoto - Best for its ability to synchronize with major calendar apps
  4. vcita - Best for small to mid-sized businesses seeking comprehensive client management
  5. Vagaro - Best for its user-friendly interface and strong support system
  6. ReminderCall - Best for its emphasis on HIPAA compliant communication
  7. PatientPop - Best for its dual functionality of patient acquisition and retention
  8. Doctor Connect - Best for enhancing patient engagement with interactive features
  9. Luma - Best for improving patient outcomes through actionable reminders
  10. Augmedix - Best for integrating remote scribe services with appointment reminders
  1. Klara - Best for unifying patient communication into a single platform
  2. Phreesia - Best for its self-scheduling feature, encouraging patient autonomy

In medical practice, dealing with cancellations, appointment confirmations, and reschedules can be a significant hassle. I understand the impact of no-show rates and the need for a seamless appointment reminder system. That's where medical practice management software comes into play. This cloud-based system takes care of all your appointment scheduling needs, integrating features such as patient management, scheduling, and even payment processing.

The software even includes a booking page for patients, sending them reminder messages through follow-up text reminders to keep them on track.

The main pain points this software addresses are the time and effort spent on appointment scheduling, the high rate of appointment no-shows, and the complexity of handling patient follow-ups.

What Is an Appointment Reminder Software?

Appointment reminder software is a specialized digital tool used primarily by healthcare providers and other service-oriented businesses to manage and automate the process of reminding clients or patients about their upcoming appointments. These systems can send automated notifications via various channels - such as email, text, or even voice messages - at predetermined times.

The primary goal of using this software is to reduce no-shows, increase efficiency, and improve client or patient satisfaction. By eliminating the need for manual reminders, the software allows staff to focus on more critical tasks, making it a must-have tool in any efficient, modern healthcare practice.

12 Best Appointment Reminder Software Overview

1. GoReminders - Best for automated messaging with customizable templates

GoReminders appointment reminder software
A screenshot of the schedule appointments feature in GoReminders.

GoReminders is an appointment reminder software designed to streamline the process of sending appointment reminders. Its forte lies in automated messaging with customizable templates, which saves time and reduces the risk of human error.

Why I Picked GoReminders:

In my selection process, I was drawn to GoReminders for its ease of use and customizable messaging options. It stands out from the crowd with its simple yet effective approach to automated reminders. It's "Best for automated messaging with customizable templates" because it offers the ability to tailor messages to your specific needs, ensuring that your reminders maintain a personal touch while still benefiting from automation.

Standout Features & Integrations:

GoReminders offers features like online scheduling, automatic reminders, and recurring appointments. The ability to customize your reminders ensures that you can create a unique experience for your patients. When it comes to integrations, GoReminders shines with its compatibility with iCal, Google Calendar, and Outlook. This means you can easily sync your existing calendar with the system, reducing duplication and streamlining your operations.


Pricing starts from $15/user/month. This cost covers all the basic features, but if you're looking for advanced options, there are more comprehensive plans available.


  • User-friendly interface
  • Customizable messaging
  • Strong calendar integrations


  • Limited advanced features in the basic plan
  • No native mobile app
  • Does not offer patient portal integration

2. 10to8 - Best for large organizations due to its robust integrations

10to8 dashboard sample
10to8's dashboard has a user-friendly interface.

10to8 is a comprehensive appointment reminder and scheduling software that serves a broad range of organizational needs. Its advanced integrations and scalable features make it particularly suitable for large organizations.

Why I Picked 10to8:

When choosing 10to8, I was impressed by its robust integration capabilities and the breadth of features it offers. It stands apart with its ability to accommodate larger organizations seamlessly. Its capability to smoothly integrate with numerous platforms, including CRM and accounting systems, justifies its status as "Best for large organizations due to its robust integrations".

Standout Features & Integrations:

10to8 offers advanced features such as automated SMS & email reminders, custom branding, and two-way calendar sync. It also provides a unique two-way chat feature, allowing communication between the organization and clients within the software.

The integrations offered by 10to8 are extensive, ranging from popular tools like Google Calendar and Outlook to more niche integrations like Zoom and Salesforce. These integrations enable seamless data sharing and streamline operations across various functions.


Pricing starts from $12/user/month (billed annually). This covers access to a wide range of features and integrations, with higher-tier plans offering additional benefits.


  • Robust integration capabilities
  • Scalable for larger organizations
  • Two-way chat feature


  • Might be complex for small-scale operations
  • Monthly pricing only available for higher-tier plans
  • The user interface may be overwhelming for some users

3. Apptoto - Best for its multi-channel communication capabilities

Apptoto's appointment reminder dashboard
Here's an overview of Apptoto's appointment reminder dashboard.

Apptoto is an appointment reminder software that provides multi-channel communication to connect with clients effectively. With its ability to deliver reminders via SMS, email, and even voice calls, it's a versatile tool to minimize no-shows.

Why I Picked Apptoto:

The reason I chose Apptoto is its flexibility in communication channels, which is a feature not all reminder software offers. It stands out due to its comprehensive and adaptable communication methods, providing excellent flexibility to tailor reminders according to client preferences. Its multi-channel communication makes it "Best for..." as it meets diverse client needs while still maintaining an efficient reminder system.

Standout Features & Integrations:

Apptoto offers features such as automated reminders, appointment scheduling, and customizable messages. One of its significant features is its multi-channel reminders, giving the flexibility to reach out to clients via their preferred method. When it comes to integrations, Apptoto doesn't disappoint. It integrates with Google Calendar, Office 365, Outlook, and other popular calendar services to ensure seamless operation.


Pricing starts from $29/user/month. This gives access to all core features, including multi-channel reminders, with more advanced features available in higher-tier plans.


  • Multi-channel communication capability
  • Easy integration with popular calendar services
  • Versatile and customizable reminders


  • May be pricier for small businesses
  • The user interface could be more intuitive
  • Limited features in the basic plan

4. vcita - Best for integrated CRM and client engagement features

vcita appointment reminder software
vcita's team scheduling dashboard includes robust functionality.

vcita is an all-in-one business management and client engagement platform that includes robust appointment reminder functionality. It stands out with its integrated customer relationship management (CRM) features and online client engagement tools, promising a holistic solution for businesses.

Why I Picked vcita:

I selected vcita because it's more than just a reminder tool; it's a complete CRM and client engagement platform. Its integrated approach takes care of appointment reminders while also handling client management, making it a comprehensive business tool. This integrated approach makes vcita "Best for..." businesses looking for a holistic tool that handles more than just appointment reminders.

Standout Features & Integrations:

vcita boasts features such as scheduling, reminders, online payments, and CRM tools. Its standout feature is the CRM functionality, offering a powerful way to manage clients and engagements alongside appointment reminders. As for integrations, vcita syncs with Google Calendar, Outlook, iCal, and also integrates with various payment gateways for seamless online payments.


Pricing starts from $12/user/month (billed annually). This entry-level plan provides access to core features, with more advanced CRM and marketing features in higher-priced plans.


  • Integrated CRM features
  • Variety of payment integrations
  • Comprehensive client engagement tools


  • Might be overwhelming for users needing just a simple reminder tool
  • Basic plan lacks some key CRM features
  • Pricing is on an annual basis only

5. Vagaro - Best for Salons, Spas, and Fitness Businesses

Vagaro appointment reminder dashboard
The employee calendar feature in Vagaro caters to service-oriented businesses.

Vagaro is a versatile business management software that provides not just appointment reminders, but a whole suite of tools designed for salons, spas, and fitness businesses. With its industry-specific features, it caters specifically to the needs of such service-oriented businesses.

Why I Picked Vagaro:

Vagaro caught my eye due to its focus on salons, spas, and fitness centers, industries where appointment management is crucial. What makes Vagaro different is its suite of industry-specific features such as salon and spa management, POS, and fitness scheduling. These characteristics make it stand out as the "Best for..." service-oriented businesses that need specialized functions beyond appointment reminders.

Standout Features & Integrations:

Vagaro brings together several critical features like online booking, customer tracking, marketing tools, and a robust POS system. These unique features are targeted at helping businesses manage their operations more efficiently. On the integration side, Vagaro works well with calendars like Google Calendar and Apple Calendar and offers integrations with popular social media platforms for marketing and customer outreach.


Pricing for Vagaro starts at $25/user/month. This includes access to appointment scheduling, reminders, customer tracking, and other key features.


  • Tailored features for salons, spas, and fitness businesses
  • Robust POS system for managing sales
  • Integrates with popular calendars and social media platforms


  • May offer more features than needed for businesses seeking simple appointment reminders
  • Pricing is a bit higher than some competitors
  • Focus on specific industries may not suit all types of businesses

6. ReminderCall - Best for Medical Practices

ReminderCall statistic dashboard
A look at ReminderCall's statistic dashboard.

ReminderCall is a straightforward appointment reminder software that places its focus on medical practices. It provides customized voice, text, and email reminders to help medical practices reduce no-shows and stay HIPAA compliant.

Why I Picked ReminderCall:

In my search for quality appointment reminder software, ReminderCall stood out because of its dedicated focus on the medical field. In comparison to other tools on the list, it puts a strong emphasis on compliance with medical regulations, such as HIPAA, making it best for medical practices. This specialization allows it to offer features tailored to medical practitioners' needs.

Standout Features & Integrations:

ReminderCall features include customizable voice, text, and email reminders, allowing clinics to send personalized messages to their patients. In terms of integrations, it aligns well with most of the popular electronic medical records (EMR) systems. This means that your clinic's existing software can probably sync with ReminderCall for seamless information transfer.


ReminderCall pricing starts from $25/month and this includes access to all its main features.


  • Focuses on medical practices
  • Customizable voice, text, and email reminders
  • Good integration with EMR systems


  • Lacks some advanced features found in more comprehensive platforms
  • May not be ideal for non-medical businesses
  • The interface could be more modern and user-friendly

7. PatientPop - Best for Comprehensive Practice Growth

PatientPop analytic dashboard screenshot
An analytic dashboard in PatientPop.

PatientPop is a comprehensive healthcare practice growth platform that combines appointment scheduling with other features such as online reputation management and SEO. This solution not only ensures that your practice reduces no-shows but also helps attract new patients.

Why I Picked PatientPop:

When comparing different appointment reminder software, PatientPop struck me as different because it provides an all-in-one solution for medical practices seeking growth. It not only manages appointments but also incorporates features like SEO and reputation management. These elements together make PatientPop the best for comprehensive practice growth.

Standout Features & Integrations:

Beyond its appointment scheduling and reminder capabilities, PatientPop includes features for reputation management, SEO, and patient feedback, making it a robust tool for practice growth. It also offers a high level of integrations with electronic health record (EHR) systems, as well as popular billing and practice management software.


Pricing for PatientPop is not publicly available and is provided upon request.


  • Combines appointment scheduling with growth features
  • Strong integration capabilities with EHRs and practice management software
  • Provides patient feedback tools


  • Pricing information is not transparent
  • Might be overwhelming for practices looking for a simple reminder tool
  • Requires a learning curve due to its extensive features

8. Doctor Connect - Best for Automating Patient Engagement

Doctor Connect appointment calendar screenshot
A screenshot showing the appointment calendar feature in Doctor Connect.

Doctor Connect is a patient engagement tool that specializes in automated appointment reminders and patient communication. The tool is designed to enhance the healthcare experience for both the patient and the provider, reducing no-shows while also improving patient satisfaction.

Why I Picked Doctor Connect:

I chose Doctor Connect for this list due to its focus on streamlining patient engagement through automation. Unlike other tools, it combines several essential features, including appointment reminders, surveys, recall notices, and waitlist messaging. This automation-centric approach makes it a great choice for medical practices seeking to improve overall patient engagement.

Standout Features & Integrations:

Doctor Connect stands out with its automated patient surveys, recall notices, and waitlist messaging features. These features, alongside its appointment reminders, offer a comprehensive suite for patient engagement. As for integrations, it syncs with various Electronic Health Records (EHR) and Practice Management (PM) systems, ensuring a smooth workflow for healthcare providers.


Pricing for Doctor Connect is not publicly disclosed and is provided upon request.


  • Focused on automating patient engagement
  • Integrates with various EHR and PM systems
  • Offers features beyond appointment reminders, such as recall notices and surveys


  • Lack of transparent pricing
  • May be more complex than simple reminder tools
  • Requires setup and integration with existing systems

9. Luma - Best for Comprehensive Patient Communication

Luma dashboard sample
Luma's dashboard has a user-friendly interface.

Luma is an all-in-one patient communication platform that includes appointment reminders, messaging, and telehealth capabilities. Its integrated approach is well-suited for healthcare providers looking for a comprehensive solution to enhance patient engagement and improve healthcare delivery.

Why I Picked Luma:

When selecting tools for this list, Luma caught my attention due to its comprehensive set of features that go beyond mere appointment reminders. It stands out with its integrated telehealth capabilities and a wide range of communication options. Therefore, I find it best for organizations looking for a tool that can handle more than just appointment reminders, but a broader spectrum of patient communication needs.

Standout Features & Integrations:

Luma's appointment reminders are just one part of its feature set. Its telehealth capabilities allow healthcare providers to deliver services remotely, while its secure messaging features ensure easy communication with patients. Importantly, Luma integrates with most major Electronic Health Record (EHR) systems, enabling seamless data exchange and reducing manual input.


Pricing for Luma is not publicly disclosed and is provided upon request.


  • Offers a comprehensive set of patient communication tools
  • Includes integrated telehealth capabilities
  • Syncs with most major EHR systems


  • Pricing is not transparent
  • Could be overwhelming for practices seeking a simple reminder tool
  • Relies heavily on integration with existing EHR systems

10. Augmedix - Best for Remote Medical Documentation

Augmedix's homepage view
Here's what Augmedix homepage view looks like.

Augmedix is a remote medical documentation service that utilizes advanced technologies to free doctors from time-consuming paperwork. This tool is particularly useful for healthcare providers who need assistance with medical documentation and charting, allowing them to focus more on patient care.

Why I Picked Augmedix:

In judging the tools for this list, I picked Augmedix because it tackles one of the most time-consuming tasks in healthcare: medical documentation. Its innovative use of technology to provide remote documentation services sets it apart from other appointment reminder tools. Therefore, I believe it's best for healthcare providers to seek assistance with documentation tasks.

Standout Features & Integrations:

Augmedix uses proprietary technology and trained professionals to transcribe doctor-patient interactions in real-time, relieving physicians from manual documentation. It can be used with Google Glass for hands-free operation and integrates with popular EHR systems for easy access to patient data.


Augmedix's pricing information is not disclosed publicly and can be obtained upon request.


  • Offers remote documentation services
  • Compatible with Google Glass for hands-free operation
  • Integrates with popular EHR systems


  • Pricing information is not transparent
  • Requires high-speed internet for real-time transcription
  • May not be suitable for practices seeking a simple reminder tool

11. Klara - Best for Secure Patient Communication

Klara's text messaging feature screenshot
A text messaging feature screenshot in Klara.

Klara is a healthcare communication platform that centralizes all patient-related communications in one secure location. It's designed to streamline communication between healthcare providers, their teams, and patients, reducing the chances of miscommunication or lost information.

Why I Picked Klara:

I selected Klara for this list because it addresses a significant issue in healthcare - secure and efficient patient communication. Its standout feature is the centralization of all patient communications, which makes it significantly different from traditional reminder tools. In my judgment, Klara is best for healthcare practices that want a unified, secure platform for patient communication.

Standout Features & Integrations:

Klara's primary feature is its unified inbox, where all patient communication converges. This includes SMS, email, phone calls, and even fax. The platform also allows for internal team communication to discuss patient cases confidentially. Klara integrates well with popular EHR systems, ensuring seamless data flow between communication and records.


Klara does not disclose its pricing publicly. Interested users should reach out to the company directly for a quote.


  • Centralizes all patient communication in one secure platform
  • Allows for internal team discussions
  • Integrates with popular EHR systems


  • Pricing information is not transparent
  • May require some training for staff to use efficiently
  • Potential delays in communication if the internet connection is unstable

12. Phreesia - Best for Patient Self-Scheduling

Phreesia appointment reminder software
Here's a dashboard showing the transaction history in Phreesia.

Phreesia is a patient intake software that facilitates easier and more efficient scheduling for healthcare providers. This tool empowers patients to self-schedule their appointments, reducing administrative burdens for healthcare providers.

Why I Picked Phreesia:

In my analysis, Phreesia made a list due to its commitment to empowering patients to take control of their healthcare scheduling. The tool's primary distinguishing feature is patient self-scheduling, which makes it stand out. I determined that Phreesia is best for healthcare organizations that wish to provide their patients with self-service capabilities while reducing administrative tasks.

Standout Features & Integrations:

Phreesia's self-scheduling feature stands out, allowing patients to book their appointments without needing to call or email the healthcare provider. It also includes a pre-visit registration feature, which makes the check-in process faster and smoother. Phreesia integrates with multiple EHR and PM systems, ensuring data consistency and smooth operations.


Phreesia does not provide pricing information publicly, so interested parties will need to contact the company directly for a quote.


  • Facilitates patient self-scheduling, reducing administrative workload
  • Pre-visit registration feature enhances the patient experience
  • Integrates with multiple EHR and PM systems for smooth operation


  • No public pricing information available
  • Patients with limited internet or technology skills may find the platform challenging to use
  • The level of customization may not be sufficient for all healthcare providers

Other Appointment Reminder Software Tools

Below is a list of additional appointment reminder software I shortlisted but did not make it to the top 12. Definitely worth checking them out.

  1. Mobile Text Alerts - Good for mass appointment reminder text messages
  2. Acuity - Good for automated meeting scheduling and reminders
  3. TextP2P - Good for personalized SMS appointment alerts
  4. Appointy - Good for comprehensive online booking and reminder system
  5. - Good for advanced appointment booking and SMS reminders
  6. Goldy - Good for scheduling and reminder needs of remote teams
  7. TextMagic - Good for scheduling automated text messages in advance
  8. GlossGenius - Good for beauty businesses needing appointment reminders
  9. Weave - Good for patient-oriented communication and reminder system
  10. Caspio - Good for customizable healthcare scheduling and reminders
  11. Booksteam - Good for consolidating online bookings and reminders
  12. WellnessLiving - Good for wellness businesses requiring reminder functionality
  13. MessageKite - Good for business communication via SMS reminders
  14. SimplyMeet - Good for simple self-service scheduling and reminders
  15. ProvetCloud - Good for veterinary practices needing appointment alerts
  16. Visibook - Good for combined booking, payment, and reminder functionality
  17. ReferralMD - Good for managing referral tracking and patient reminders
  18. KeonaHealth - Good for integrated medical scheduling and reminder tools
  19. Art of Chat - Good for leveraging AI in client communication and reminders
  20. ClinicSense - Good for massage therapists needing automated reminders

Selection Criteria for Appointment Reminder Software

Choosing the right appointment reminder software is crucial for a smooth running of your business and can have a significant impact on your customer experience. I've personally tried and researched numerous such tools to ensure that you get only the best.

Core Functionality

For appointment reminder software, the core functionalities you should be looking for include:

  • Ability to Schedule Appointments: The tool should offer an easy way to book appointments and set reminders for them.
  • Reminder Customization: You should be able to customize the reminders according to your needs and preferences.
  • Multi-channel Reminders: It's useful to have a tool that can send reminders via multiple channels like email, text messages, or push notifications.

Key Features

When it comes to appointment reminder software, some of the key features you should consider are:

  • Automated Reminders: The software should automatically send reminders to the customers at a predetermined time.
  • Recurring Appointments: If you have customers who book regular appointments, look for software that supports recurring appointments.
  • Integration: The software should be able to integrate with your existing systems like calendars or CRM software.


Usability is a critical factor when it comes to choosing software. Here are a few things to consider:

  • Intuitive Interface: The appointment reminder software should have an intuitive interface, meaning it should be clear where to click to schedule appointments, set reminders, and see upcoming appointments.
  • Easy Onboarding: The onboarding process should be straightforward, enabling new users to quickly understand how to use the tool.
  • Reliable Customer Support: If you encounter any issues or have questions about the software, having accessible and helpful customer support can make a big difference.
  • Mobile Functionality: In today's world, having a mobile app or at least a mobile-friendly interface is crucial. This allows you to manage appointments and send reminders on the go.

People Also Ask

What are the benefits of using appointment reminder software?

Appointment reminder software provides several benefits which can significantly streamline your business operations. Here are five key advantages:

  1. Reduced No-shows: Automated reminders help reduce the number of missed appointments, which can save you a significant amount of money and resources.
  2. Improved Customer Experience: Timely reminders provide a better experience for your customers and help them keep track of their appointments.
  3. Time Savings: Instead of manually sending out reminders, the software handles it for you, freeing up your time to focus on other important tasks.
  4. Better Organization: Such software often includes calendar integration, making it easier for you to manage and keep track of appointments.
  5. Increased Efficiency: Automated appointment scheduling and reminders can streamline your operations, leading to increased efficiency and productivity.

How much do appointment reminder software tools typically cost?

The cost of appointment reminder software can vary significantly depending on the features, number of users, and scale of your operations. Some tools offer tiered pricing models where the cost increases with the number of appointments, users, or the level of features you require.

What are the pricing models for appointment reminder software?

Most appointment reminder software follows a subscription-based pricing model, typically charged monthly or annually. Some providers offer tiered plans, where the price varies depending on the number of appointments or the level of features included. Other software providers may charge per user or per appointment.

What is the typical range of pricing for appointment reminder software?

The pricing for appointment reminder software typically ranges from around $10 per month for basic plans to several hundred dollars per month for more advanced features and larger businesses.

What are the cheapest and most expensive appointment reminder software?

It can be challenging to pinpoint the cheapest and most expensive software, as pricing depends on the specific requirements of the business. However, you can find basic plans starting from as low as $10 per month, while premium plans with extensive features can cost several hundred dollars per month.

Are there any free appointment reminder software options?

Yes, some appointment reminder software offers free plans, typically with limited features. These are good options for small businesses or individuals just starting out. However, keep in mind that free plans often have limitations, such as a limited number of appointments or reminders per month. Upgrading to a paid plan may be necessary as your business grows and requires more advanced features.

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In conclusion, choosing the right appointment reminder software can significantly streamline your business operations, improve customer experience, and enhance productivity. The key is understanding your specific needs and identifying software that meets those requirements.

Key Takeaways:

  1. Define Your Needs: The first step in selecting the best appointment reminder software is to understand your business needs. Consider the number of appointments you need to manage, the complexity of your scheduling needs, and the level of customization you require.
  2. Consider the User Experience: Look for software that is easy to use and offers an intuitive interface. Consider aspects such as onboarding, customer support, and the quality of the user interface. Good software should make your tasks easier, not more complicated.
  3. Evaluate the Pricing and Value: Finally, consider the pricing model and determine whether it offers good value for your business. Some software may be more expensive, but they may also offer advanced features that can save you time and money in the long run. Remember to look for transparent pricing with no hidden fees, and consider any free trials or free plans offered.

What do you think?

All things considered, finding the best appointment reminder software is a combination of understanding your specific needs, considering the user experience, and evaluating the pricing and value. Now, over to you, dear reader! Are there any appointment reminder tools you love and think I may have missed? I would love to hear your recommendations and experiences.

Please share your insights in the comments below. After all, your firsthand experiences can make a significant difference to those still navigating their way to the ideal solution. Let's continue the conversation!

By John Payne

John Payne is the co-founder and company director of Symphony Health. With over 20 years of management experience John is working alongside his wife, Dr. Kate Payne to build a multi-site Medical Practice where staff work collaboratively for the good of their patients. John is passionate about improving access to quality Healthcare in North Vancouver and sharing best practice with other people managing medical practices.