Patient Communication
Healthie to Twilio Appointment Reminder
When an appointment is approaching in Healthie, this workflow sends automated SMS reminders via Twilio (with Gmail as a fallback) and automatically cancels pending messages if the appointment is confirmed or canceled.
Healthie
→
Keragon
→
Twilio
You're sending reminder texts manually — or they're not going out at all. And patients are still no-showing.
Who this is for
This template is built fo you if:
- You use Healthie for patient scheduling and need a multi-touch reminder sequence
- You're still manually calling or texting patients before every appointment
- You want reminders to stop automatically if an appointment is canceled
- You're a small care team trying to reduce no-shows without hiring extra staff
How it works
- A new appointment is created in Healthie, triggering the workflow
- Keragon waits until 72 hours before the appointment, then checks if it's still active in Healthie
- If confirmed or pending, it sends an SMS via Twilio — or falls back to a Gmail invite if no phone number is found
- The same check-and-send logic repeats at 24 hours, then again at 2 hours before the appointment
- Every reminder outcome is automatically logged to Google Sheets
Key benefits
- Three-touch reminder sequence runs entirely on autopilot
- Built-in cancellation check prevents reminders for no-longer-active appointments
- SMS-first with Gmail fallback ensures every patient is reached
- Google Sheets log gives you a full record of every reminder sent
How to get started
1
Click “Run this workflow”
You’ll be prompted to sign up or log in to your Keragon account. Once inside, you’ll land on your dashboard with a pre-filled prompt in the AI chat.
2
Generate the workflow with AI
Click the CTA in the chat to let Keragon AI build the workflow for you automatically - no manual setup needed.
3
Review and publish
Once the workflow is generated, configure and review it in the canvas, then publish with one click. Your automation will start running immediately.
Your AI prompt
This prompt will be automatically loaded in Keragon AI. Simply run it to generate your workflow, or copy and customize it first.
I use Healthie to manage patient appointments. When a new appointment is created, build a sequential workflow that sends three reminders before the appointment. Use dynamic delay calculations: calculate the wait time as (appointment time minus current time minus X hours) for each reminder, so the delays adjust to the actual appointment time.
Step 1: Wait until 72 hours before the appointment, then check the current appointment status in Healthie. If the status is confirmed or canceled, skip the reminder and stop. If still pending, send an SMS via Twilio with the patient name and appointment time. If the patient has no phone number or the SMS fails, send a fallback email via Gmail with a calendar invite attached. Log the outcome to Google Sheets with patient name, appointment time, channel used, and appointment ID.
Step 2: Wait until 24 hours before the appointment, then repeat the same status check and send logic.
Step 3: Wait until 2 hours before the appointment, then repeat the same status check and send logic. The status check before each send is the cancellation safety net — if the appointment is no longer active, the reminder is skipped.
I use Healthie to manage patient appointments. When a new appointment is created, build a sequential workflow that sends three reminders before the appointment. Use dynamic delay calculations: calculate the wait time as (appointment time minus current time minus X hours) for each reminder, so the delays adjust to the actual appointment time.
Step 1: Wait until 72 hours before the appointment, then check the current appointment status in Healthie. If the status is confirmed or canceled, skip the reminder and stop. If still pending, send an SMS via Twilio with the patient name and appointment time. If the patient has no phone number or the SMS fails, send a fallback email via Gmail with a calendar invite attached. Log the outcome to Google Sheets with patient name, appointment time, channel used, and appointment ID.
Step 2: Wait until 24 hours before the appointment, then repeat the same status check and send logic.
Step 3: Wait until 2 hours before the appointment, then repeat the same status check and send logic. The status check before each send is the cancellation safety net — if the appointment is no longer active, the reminder is skipped.
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