✨ When You Need This Guide
Want to send out pre-visit paperwork, a reminder, or helpful info for a specific type of appointment? Appointment Campaigns let you do exactly that—with fully customizable messaging for each step of the patient journey.
This is ideal if:
You want new patients to complete forms before their visit
You need to share directions, pre-visit instructions, or prep info
You’d like to send different messages based on confirmation status
💬 Common questions this guide helps with:
“Can I send a message just to new patients?”
“How can I remind patients to fill out their intake form?”
“Can I set up reminders that only send if an appointment isn’t confirmed?”
“How do I create messages based on appointment types?”
🛠️ How to Build an Appointment Campaign
Here’s how to create a fully tailored campaign for specific appointment types:
1️⃣ Start in the Campaigns Section
Go to: Campaigns > Show Templates
Click: + Add Template (top right corner)
Under Type, select: Appointment
🔎 This tells the system you're building a campaign that sends messages related to scheduled appointments.
2️⃣ Choose Appointment Types
Pick the appointment type(s) you want this campaign to apply to
(For example: New Patient Visit, Adjustment, X-Ray)
This allows each message to be targeted and relevant to the specific kind of visit the patient has scheduled.
3️⃣ Add Custom Steps for Each Message
Click + Add Step to begin building your sequence
Choose the timing, channel (text/email), and content of each step
Customize the message to include:
📎 Links to digital paperwork
🗺️ Directions to your office
📝 Pre-visit instructions or reminders
✨ Example:
Step | Timing | Message Focus |
Step 1 | 2 days before visit | Link to intake paperwork for new patients |
Step 2 | 1 day before visit | Reminder with directions and office info |
Step 3 | 4 hours before visit | Friendly reminder to confirm appointment |
🔄 Add Conditional Reminders Based on Confirmation
You can create steps that only trigger if the patient hasn’t confirmed their appointment yet.
Here’s how:
In the step builder, under When, set your timing (e.g., "1 day before")
Under Status, choose “If not Confirmed”
🔁 If a patient doesn’t respond to the first message, this ensures they’ll still get the follow-up—no one falls through the cracks!
✅ Save and Launch
Once all steps are added and customized:
Click Save
Activate your campaign—it’s now live and will automatically message patients based on their upcoming appointments
Things to Remember
Appointment Campaigns are tied to specific appointment types, so make sure those are mapped in your system
You can use both confirmed and unconfirmed status filters to fine-tune your messaging
New patients can be sent forms automatically—just add a link in the campaign step!
💬 Need Help? We're Here!
Questions while setting this up? Our team is ready to assist!
📧 Email: Support@reviewwave.com
📞 Call: 1-800-563-0469
We respond within 30 minutes during business hours—we’re here to make it easy.
Related Articles: