GoHighLevel
Reminders and No-shows in GoHighLevel
Sample data. Valisthea Psychiatry is a fictional practice, so every name and number is synthetic.
People forget, skip or cancel, and an empty slot costs the practice money. I built reminders in GoHighLevel that confirm every booking, follow up on missed visits and tell the front desk when a slot opens.
At once
a cancel stopped its reminders
- The problem
- Visits need confirming and reminding, and missed ones need a follow-up.
- The result
- Cancelling a visit stopped its reminders at once. Moving a visit started fresh ones for the new time.
What it does
- When someone books, the new patient follow-ups stop, their card moves to Booked and they get a confirmation with the time, the address, how to change it and the crisis line.
- A reminder goes out the day before and another two hours before. A same-day booking skips the day-before one.
- If the patient replies C, they get a thank you and are marked confirmed.
- A missed visit gets a kind email right away, a second note a day later, a call reminder for staff two days after that, and one last note a few days later.
- If someone cancels, the front desk gets an email within seconds with the date, the time and a message ready to send to the waiting list.
What keeps it safe
- On Oregon Health Plan (Medicaid) or an unknown plan, the follow-up never mentions a fee. Other plans get one polite line about a possible $50 fee.
- Cancelling or moving a visit ends its old reminders, so nobody gets a see you in two hours message for a visit that is off.
- The missed visit email says sorry, links to a new time and repeats the crisis line. No scolding.
- Reminders are email only here, because texts are switched off on this demo account. The text step is built with a consent check.
How I tested it
- Cancelling a visit ended its reminders at once, and the front desk got the open slot email within seconds.
- Moving a visit ended the old run and started a new one for the new time. Both reminders for the new time went out on schedule.
- A same-day booking at 4:20 PM got its 2 hour reminder at 2:20 PM on the dot.
- Testing found 3 faults that I fixed: a trigger that enrolled nobody, a confirmation that showed the patient's name instead of the visit, and a first visit line that also appeared on follow-ups.
Built with
- GoHighLevel
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