PaulSpeaks Reminder
Stop Losing Money to No-Shows
Reduce missed appointments by up to 50% with automatic SMS and email reminders. Patients confirm or reschedule with a simple reply. Your diary stays full, your revenue stays protected — from just £29/month + 3p per SMS.
The Hidden Cost of Missed Appointments
Every empty chair in your practice is money walking out the door. And it adds up far faster than most practice owners realise.
A missed dental appointment costs your practice £80–£200 in lost revenue. A missed GP consultation costs the NHS an estimated £30–£120 per slot. A missed physiotherapy session means £50–£150 that cannot be recovered.
If your practice has just 5 no-shows per week at an average of £100 per appointment, that is £500 lost every single week. Over a year, that is £26,000 in revenue that simply vanishes. For a busy practice with 10 no-shows a week, the figure climbs to £52,000 per year.
Industry research shows that the average no-show rate across healthcare practices is 15–30%. That means for every 100 appointments booked, up to 30 patients simply do not turn up. The most common reason? They forgot.
How It Works — 4 Simple Steps
Add Your Appointments
Enter your appointment schedule or import from a CSV file. Add patient names, phone numbers, dates, and times. Takes minutes to set up.
Reminders Sent Automatically
The system sends SMS and email reminders 24 hours and 1 hour before each appointment. No manual work required from your reception team.
Patients Confirm or Cancel
Patients reply YES to confirm attendance or CANCEL to let you know they cannot make it. Responses appear on your dashboard instantly.
Your Diary Stays Full
Confirmed patients arrive on time. Cancelled slots are freed up immediately so your team can rebook them. No more empty chairs, no more lost revenue.
Everything You Need to Eliminate No-Shows
PaulSpeaks Reminder is built specifically for appointment-based businesses. Every feature is designed to keep your schedule full and your patients informed.
Automated SMS Reminders
SMS messages sent automatically 24 hours and 1 hour before each appointment. Patients receive a clear message with the date, time, practitioner name, and practice address. No manual work from your reception team.
Email Reminders
Alongside SMS, each patient receives a professional email reminder with full appointment details. Includes your practice logo, a confirmation button, and calendar file attachment so patients can add it directly to their phone calendar.
Patient Confirmation System
Patients reply YES to confirm or CANCEL to let you know they cannot attend. Confirmations appear on your dashboard in real time. Your reception team can see at a glance who has confirmed and who has not responded.
Automatic Rescheduling Prompts
When a patient cancels, the system automatically sends them a message with a link to reschedule. This recovers appointments that would otherwise be lost and fills gaps in your diary without your team having to chase patients.
Custom Reminder Templates
Write your own reminder messages in your practice voice. Include patient names, appointment details, special instructions like fasting requirements or paperwork to bring. Create different templates for different appointment types.
Multi-Practitioner Support
Add all your practitioners with their own schedules. Whether you have 2 dentists or 15 physiotherapists, each practitioner is tracked individually. Reminders include the correct practitioner name so patients know exactly who they are seeing.
Dashboard & Analytics
See your confirmation rates, no-show rates, and cancellation trends at a glance. Track which days and times have the highest no-show rates. Use the data to optimise your scheduling and identify patients who repeatedly miss appointments.
Calendar Integration
Import appointments from CSV files or manage your schedule directly in PaulSpeaks Reminder. The built-in calendar view shows your daily, weekly, and monthly appointments with confirmation status colour-coded for easy scanning.
The Maths: It Pays for Itself in the First Week
PaulSpeaks Reminder does not cost your practice money. It makes you money. Here is the simple arithmetic.
Without PaulSpeaks Reminder
With PaulSpeaks Reminder
Return on investment: 2,000%+
Even preventing just 2 no-shows per month at £100 each pays for the entire service. Most practices recover the cost within the first 3 days of using PaulSpeaks Reminder.
Simple, Transparent Pricing
No hidden fees. No setup charges. 24-hour free trial on all plans.
All plans include unlimited practitioners, unlimited appointments, and unlimited email reminders
Monthly
Pay as you go, cancel anytime
- ✓ Unlimited appointments
- ✓ Unlimited practitioners
- ✓ SMS reminders (24h + 1h)
- ✓ Email reminders (free)
- ✓ Patient confirmation system
- ✓ Rescheduling prompts
- ✓ Custom templates
- ✓ Dashboard & analytics
Quarterly
Billed £78 every 3 months
- ✓ Everything in Monthly
- ✓ Unlimited appointments
- ✓ Unlimited practitioners
- ✓ SMS reminders (24h + 1h)
- ✓ Email reminders (free)
- ✓ Patient confirmation system
- ✓ Rescheduling prompts
- ✓ Priority support
Annual
Billed £276 per year
- ✓ Everything in Quarterly
- ✓ Unlimited appointments
- ✓ Unlimited practitioners
- ✓ SMS reminders (24h + 1h)
- ✓ Email reminders (free)
- ✓ Patient confirmation system
- ✓ Custom templates
- ✓ Priority support
SMS Cost Examples
Built for Every Appointment-Based Business
If your business relies on people turning up at a specific time, PaulSpeaks Reminder is designed for you.
Dental Practices
Reduce empty chairs by up to 50%. Send reminders for check-ups, hygiene appointments, and procedures. Track which patients are serial no-shows. Dental practices typically lose £15,000-£50,000 per year to missed appointments.
GP Surgeries & Clinics
Free up appointment slots that would otherwise go to waste. Patients who cannot attend can cancel early, allowing the slot to be offered to someone from the waiting list. Helps tackle the UK appointment crisis.
Physiotherapy & Chiropractic
Treatment plans depend on regular attendance. Reminders help patients stick to their schedule, improving outcomes and ensuring your practitioners are not sitting idle between appointments.
Beauty Salons & Spas
No-shows are especially costly when you have prepared a treatment room and allocated specialist staff time. Reminders ensure clients remember their appointments and arrive on time.
Counsellors & Therapists
Therapeutic progress depends on consistency. Gentle reminders help clients maintain their schedule. The confirmation system lets therapists know in advance if they need to fill a gap.
Veterinary Clinics
Pet owners book appointments weeks in advance and often forget. SMS reminders ensure pets get the care they need on time, and your vets stay productively booked throughout the day.
How PaulSpeaks Compares to Alternatives
There are other reminder tools available. Here is an honest comparison so you can make the right choice for your practice.
The real comparison is PaulSpeaks Reminder vs. doing nothing. Manual reminder calls cost your receptionist 2–4 hours every day. At £12/hour, that is £24–£48 per day in staff time alone — more than an entire month of PaulSpeaks Reminder. And manual calls still miss patients who do not answer.
What Our Customers Say
We were losing about 8 appointments a week to no-shows. Since setting up PaulSpeaks Reminder, that number has dropped to 2 or 3. The confirmation feature is brilliant because we can see who has confirmed and chase the rest. It paid for itself in the first week. Our receptionist loves it because she no longer spends the first hour of every morning making reminder calls.
My physiotherapy clinic has 4 therapists, and we were constantly dealing with gaps in the schedule from patients who forgot their appointments. PaulSpeaks Reminder sends automatic texts and my patients can reply to confirm. The cancellation rate has dropped massively, and when someone does cancel, we know early enough to fill the slot. The setup took about 20 minutes and the pricing is very fair.
I run a beauty salon with 6 therapists and we used to have at least 3 or 4 no-shows every single day. That is 3 or 4 wasted hours where we could have been earning. The SMS reminders have been a game-changer for us. Clients love getting a text the day before and appreciate the reminder an hour before. Our no-show rate has gone from about 20% down to less than 8%. I only wish we had started using it sooner.
Frequently Asked Questions About Appointment Reminders
How much does each SMS reminder cost?
Each SMS reminder costs just 3p (£0.03) on top of your monthly subscription. A typical dental practice sending 400 reminders per month would spend approximately £12 on SMS, bringing the total cost to around £41 per month on the standard plan. Email reminders are included free of charge with no per-message cost. Most practices find the SMS cost is negligible compared to the revenue recovered from prevented no-shows.
How do appointment reminders actually reduce no-shows?
The most common reason patients miss appointments is simply forgetting. Research published in the British Medical Journal and other healthcare publications consistently shows that SMS reminders reduce no-show rates by 30 to 50 percent. PaulSpeaks Reminder sends two messages: one 24 hours before (giving time to cancel and free the slot) and one 1 hour before (a final prompt). The confirmation system adds accountability, as patients who reply YES are far more likely to attend.
Can patients confirm or cancel by replying to the SMS?
Yes. When a patient receives an SMS reminder, they can reply YES to confirm their appointment or CANCEL to let you know they cannot attend. Confirmations appear instantly on your dashboard so your reception team can see which patients have confirmed. If a patient cancels, the system can automatically send them a message with a link to reschedule, and your team is alerted immediately so the slot can be offered to another patient.
Is PaulSpeaks Reminder GDPR compliant?
Absolutely. PaulSpeaks Reminder is fully GDPR compliant. Patient phone numbers and appointment details are stored securely with encryption at rest and in transit. Patients can opt out of SMS reminders at any time by replying STOP. We do not share patient data with any third parties. Our data processing agreement is available on request, and we act as a data processor on behalf of your practice, which remains the data controller under UK GDPR and the Data Protection Act 2018.
How long does it take to set up?
Most practices are sending reminders within 30 minutes of signing up. You create your account, add your practitioners and their schedules, customise your reminder message templates, and start adding appointments. There is no hardware to install, no software to download, and no IT team required. PaulSpeaks Reminder runs entirely in your web browser and works on any computer, tablet, or smartphone.
Can I customise the reminder messages?
Yes, you have full control over the wording of your SMS and email reminders. You can include the patient name, appointment date and time, practitioner name, practice name, address, and any special instructions such as fasting requirements, paperwork to bring, or arriving early for new patient registration. You can create different templates for different appointment types, such as routine check-ups versus procedures.
Does it integrate with my practice management software?
PaulSpeaks Reminder works as a standalone system with its own appointment calendar, or you can import appointments via CSV upload. We are actively developing integrations with popular practice management systems including Dentally, Software of Excellence, EXACT, Cliniko, and others. You can also use our API to connect with any existing system. Contact us for specific integration assistance and we will help you get connected.
What happens if a patient does not have a mobile phone?
PaulSpeaks Reminder sends both SMS and email reminders. If a patient does not have a mobile phone, you can set them to receive email-only reminders. If they have neither a mobile phone nor an email address, you can mark them for manual follow-up. The dashboard shows you which patients have not been reached so your reception team can prioritise phone calls to those specific patients.
Is there a free trial?
Yes. PaulSpeaks Reminder offers a full 24-hour free trial with access to all features. You can add appointments, send reminders, test the patient confirmation system, and explore the dashboard without entering any payment details. This gives you plenty of time to see the system in action and decide if it is right for your practice before committing to a subscription.
Can I use PaulSpeaks Reminder for multiple locations?
Yes. PaulSpeaks Reminder supports multiple locations on all plans at no extra cost. Each location can have its own practitioners, appointment schedules, and customised reminder templates. The main dashboard gives you an overview across all locations, while individual location views let your team manage their own appointments. This is ideal for dental groups, physiotherapy chains, or salon franchises with multiple sites.
Start Your Free Trial Today
Join hundreds of practices that have reduced their no-show rates by up to 50%. Set up in 30 minutes, see results from day one, and never lose revenue to missed appointments again.
24-hour free trial. No credit card required. Full access to all features. Cancel anytime.
Or email us at hello@paulspeaks.com — we reply within 2 hours during business hours.