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Introducing the next phase of Sovica: the architecture for agentic care
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Follow up every no-show the same day.

When a patient doesn’t turn up, ask reception to call them and find a new time.

Use templateWorkflows docs
TriggerAppointment status changedDataA visit’s status changesConditionConditionsStatus is No showDelayDelayWait 1 hourCreate taskActivitiesCall {{first_name}} to rebookSend SMSSMSSorry we missed you, {{first_name}}

Setup guide

Overview

An empty chair costs you once. A patient who never rebooks costs you every visit after it. This template makes the call to rebook someone’s job as soon as the visit is marked as a no-show, and sends the patient a kind note.

Prerequisites

These are the pieces we suggest having ready before you switch this workflow on. Your clinic may set things up differently, so treat the list as a guide.

  • A reception team member to own the calls
    • No show status in your diary

How to use this template

Once it opens, you’ll see the blocks joined up in order.

  1. The Appointment status changed trigger is the first step. A run starts every time a visit’s status changes in the diary, whether your team changes it by hand or the kiosk does when a patient checks in. To set it up, choose the locations this should cover and leave the appointment types open, as any visit can be missed.
  2. The Condition block decides which visits carry on. A status changes many times over a normal day, so this is where you say what counts as a missed visit. Here the rule is that the new status is No show, so only those visits reach the next block. You can add more rules if you need to, like leaving out patients on a plan.
  3. The Delay block allows an hour for a late arrival.
  4. The Create task block adds the call to reception’s list, due today. Give it a name, link it to the patient and assign it to whoever looks after that diary, so one person owns the rebooking.
  5. The Send SMS block sends a short note, so the patient hears from you even if the call doesn’t reach them. Keep it warm, don’t mention any fee here, and include a link so they can pick a new time by themselves. An example message would be:
    Sorry we missed you today, {{first_name}}. Call us or pick a new time here: {Booking link}. We hope all is well.

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