Messaging Services: Complete Guide to WhatsApp + SMS Automations
Automate reminders, confirmations, receipts, review requests and more. 13 proven templates to boost attendance, collections, and patient experience in your physiotherapy clinic.
Updated: September 22, 2025
On this page
Quick Comparison
| Service | SMS | Goal | Suggested Timing | |
|---|---|---|---|---|
| Patient Welcome Message | Build trust from day 1 and set expectations | Immediately after first registration | ||
| Appointment Confirmation | Get explicit confirmation to reduce no-shows | Immediately after booking | ||
| Appointment Cancellation | Avoid surprises; acknowledge cancellation | Right after cancellation | ||
| Appointment Reschedule | Quickly shift slots without losing commitment | When patient/clinic requests change | ||
| Appointment Reminder | Reduce no-shows by 40-60% | x hours before visit | ||
| Treatment Session Complete | Acknowledge completion and share session complete number | Within a minute after session | ||
| Payment Reminder | Improve collections with friendly follow-up | Manual reminder | ||
| Patient Birthday Wish | Delight patients and improve loyalty | 9 AM on the birthday | ||
| Referral Message (to Referred-By) | Thank referrers and encourage more word-of-mouth | After the referred patient visits | ||
| Google Review Link to Patient | Grow reviews to boost local SEO | Manual from patient details | ||
| Doctor Appointment Count (Daily Summary) | Keep doctors updated with their schedule load | At 6:00 AM or 10:00 PM daily | ||
| Patient Prescription PDF Sent | Deliver digital prescription instantly | On Click of PDF Whatsapp sent from Preview Screen | ||
| Patient Payment Receipt Sent | Confirm payment and build trust | On Click of PDF Whatsapp sent from Preview Screen |
Patient Welcome Message
WhatsApp
SMS
Warmly welcome new patients, confirm that their account is set up, and share the next steps or clinic policies.
Goal: Build trust from day 1 and set expectations • Suggested timing: Immediately after first registration
WhatsApp Template
Dear Patient Name, Thank you for visiting My Awesome Clinic! today. Your well-being is important to us, and we're here to support you throughout your recovery. Your health is our priority. Thank you for choosing us! Address : UPDATED BRANCH ADDRESS CALL FOR APPOINTMENT ON THIS NUMBER 9876543210 UPDATED CONTENT TEST INSTAGRAMLINK.IN Best Regards
SMS Template
Dear Patient Name, We are delighted to welcome you to My Awesome Clinic. Your health is our priority. -PhysioCarePMS
Best practice: Add your address, instagram link, appointment contact no etc. Turn on only whatsapp messages to reduce msg credit usage.
Appointment Confirmation
WhatsApp
SMS
Send booking details with a clear confirm/reschedule option.
Goal: Get explicit confirmation to reduce no-shows • Suggested timing: Immediately after booking
WhatsApp Template
Dear Patient Name, Appointment Confirmed Your appointment at My Awesome Clinic! has been confirmed and scheduled for Friday, 16-Feb-2024, at 11:00 AM. Note : Please call on for appointment changed Your health is our priority. Thank you for your cooperation!
SMS Template
Hi, your appointment at the My Awesome Clinic has been scheduled for Friday, 16-Feb-2024, at 11:00 AM. - PhysioCarePMS
Best practice: Add appointment contact no. to update you in case of any changes. Turn on only whatsapp messages to reduce msg credit usage.
Appointment Cancellation
WhatsApp
SMS
Confirm cancellation.
Goal: Avoid surprises; acknowledge cancellation • Suggested timing: Right after cancellation
WhatsApp Template
Dear Patient Name, Appointment Cancelled Your appointment has been cancelled on Friday, 16-Feb-2024, at 11:00 AM, at My Awesome Clinic! Note : Please call on for appointment changed Apologies for any inconvenience. Thank you for your cooperation!
SMS Template
Hi, your appointment on Friday, 16-Feb-2024, at 11:00 AM at the My Awesome Clinic has been Cancelled. - PhysioCare PMS
Best practice: Bulk cancellation option with remarks option available on appointment screen. Add appointment contact no. to update you in case of any changes. Turn on only whatsapp messages to reduce msg credit usage.
Appointment Reschedule
WhatsApp
SMS
Confirmation of reschedule.
Goal: Quickly shift slots without losing commitment • Suggested timing: When patient/clinic requests change
WhatsApp Template
Dear Patient Name, Appointment Re-scheduled Your appointment at My Awesome Clinic! has been confirmed and re-scheduled for Friday, 16-Feb-2024, at 11:00 AM. Note : Please call on for appointment changed Your health is our priority. Thank you for your cooperation!
SMS Template
Hi, your appointment at the My Awesome Clinic has been re-scheduled to Friday, 16-Feb-2024, at 11:00 AM. - PhysioCare PMS
Best practice: Add appointment contact no. to update you in case of any changes. Turn on only whatsapp messages to reduce msg credit usage.
Appointment Reminder
WhatsApp
SMS
Friendly nudges to avoid no-shows.
Goal: Reduce no-shows by 40-60% • Suggested timing: x hours before visit
WhatsApp Template
Dear Patient Name, Appointment Reminder This is a gentle reminder of your upcoming appointment at My Awesome Clinic! on Friday, 16-Feb-2024, at 11:00 AM. Note : Please call on for appointment changed Your health is our priority. Thank you for your cooperation!
SMS Template
Reminder: Your appointment at My Awesome Clinic is on Friday, 16-Feb-2024, at 11:00 AM. - PhysioCare PMS
Best practice: Select x hours to send reminder. Add appointment contact no. to update you in case of any changes. Turn on whatsapp & sms for high reliability.
Treatment Session Complete
WhatsApp
SMS
Share session complete time and visit number. Very helpful on home visit sessions
Goal: Acknowledge completion and share session complete number • Suggested timing: Within a minute after session
WhatsApp Template
Dear Patient Name, Treatment session complete ✅ Your Treatment session no 2 at My Awesome Clinic! on Friday, 15-Dec-23, at 11 AM is completed. Your health is our priority. Thank you for choosing us!
SMS Template
Dear Patient name, Your treatment session no 2 at My Awesome Clinic is now completed. Wishing you a speedy recovery. - PhysioCarePMS
Best practice: A positive tone increases continuity and satisfaction.
Payment Reminder
WhatsApp
SMS
Gentle reminder with direct payment notes.
Goal: Improve collections with friendly follow-up • Suggested timing: Manual reminder
WhatsApp Template
Dear Patient Name, Payment Due Reminder ⚠️ An amount of Rs. 1000 is due for payment at My Awesome Clinic! Payment notes : PLEASE MAKE PAYMENT AT YOUR EARLIEST CONVENIENCE VIA UPI ID: ABCD@XYZ OR BANK ACCOUNT DETAILS. SHARE A PAYMENT CONFIRMATION SCREENSHOT AT 9876543210. Your health is our priority. Thank you for choosing us!
SMS Template
Hi Patient Name, Rs 1000 is due for payment at My Awesome Clinic. Please settle amount at your earliest convenience. -PhysioCarePMS
Best practice: Add Payment notes like UPI ID and send only to selected patient and when needed.
Patient Birthday Wish
WhatsApp
SMS
Personalized wishes
Goal: Delight patients and improve loyalty • Suggested timing: 9 AM on the birthday
WhatsApp Template
Dear Patient Name 🎉, 🎂 Happy Birthday 🎂 On your special day, we wanted to send you our warmest wishes. May this year bring you health, happiness, and countless reasons to smile. Thank you for being a part of our family. We look forward to helping you stay strong, active, and pain-free in the year ahead. Have a fantastic birthday!🎈🎁 Warm regards, My Awesome Clinic!
SMS Template
Happy Birthday, Patient Name May this year bring health, happiness, and countless smiles. Have a fantastic day! from My Awesome Clinic -PhysioCarePMS
Best practice: Fill bithday dates while patient registration use this feature to send birthday wishes.
Referral Message (to Referred-By)
WhatsApp
SMS
Acknowledge the referrer and show gratitude.
Goal: Thank referrers and encourage more word-of-mouth • Suggested timing: After the referred patient visits
WhatsApp Template
Hi Referral Name, Thank you for referring Patient name to us at My Awesome Clinic. Your confidence in our care means a lot, and we look forward to providing them with the best possible service. 😊 We sincerely appreciate your trust and support! 🤝 Best Regards
SMS Template
Dear Refer by Name, thank you for referring Patient name to My Awesome Clinic. We appreciate your trust and support. - PhysioCarePMS
Best practice: You can add contact no while adding referral_by while patient registration. Turn on only whatsapp messages or turn off both to reduce msg credit usage.
Google Review Link to Patient
WhatsApp
Request a quick rating and direct them to your Google review link.
Goal: Grow reviews to boost local SEO • Suggested timing: Manual from patient details
WhatsApp Template
Hi TEST PATIENT 305, Your feedback is valuable to us. If you had a great experience with our My Awesome Clinic, we'd love to hear about it! 🌟 Please take a moment to leave a review and help others find quality care. 👉 https://g.page/r/CUsBNKK7caFOEBM/review Your support means a lot. Thank you! 😊 Best regards
Best practice: Add google review link in clinic/branch details, keep seperate in case of multiple branches.
Doctor Appointment Count (Daily Summary)
WhatsApp
SMS
Automated daily summary of appointments per doctor/therapist.
Goal: Keep doctors updated with their schedule load • Suggested timing: At 6:00 AM or 10:00 PM daily
WhatsApp Template
Hello, Dr Gaurav Gupta, This is a gentle reminder that you have ⏰ 3 appointments on 26-sep-25, Fri at My Awesome Clinic. Thanks & Regards
SMS Template
Hello Doctor, kindly note your upcoming appointment 3 on 25-sep-25 at My Awesome Clinic - PhysioCare PMS
Best practice: Enable doctor wise appointment on to send to specific doctor, you can choose to send only specific doctor or all doctors.
Patient Prescription PDF Sent
WhatsApp
Share the PDF prescription securely direct on patient's whatsapp.
Goal: Deliver digital prescription instantly • Suggested timing: On Click of PDF Whatsapp sent from Preview Screen
WhatsApp Template
Dear Patient name, Your prescription is ready. Please find the attached PDF for your reference. Wishing you a speedy recovery! Best regards, My Awesome Clinic!
Best practice: You will see on last sent on and sent by on preview screen. only whatsapp is available for this feature.
Patient Payment Receipt Sent
WhatsApp
Share receipt details securely direct on patient's whatsapp.
Goal: Confirm payment and build trust • Suggested timing: On Click of PDF Whatsapp sent from Preview Screen
WhatsApp Template
Dear Patient name, Please find the attached PDF of your payment receipt for your records. Best regards, My Awesome Clinic!
Best practice: You will see on last sent on and sent by on preview screen. only whatsapp is available for this feature. Multiple format is also available.
Setup, Compliance and Best Practices
- Keep content transactional, and your clinic name will be included in all messages.
- WhatsApp messages will be sent with name "PhysioCare PMS".
- Send reminders at smart times (24 hours or 2 hours before) and avoid late-night messages.
- Add details in the welcome messages to make it more personalized.
- Add details in the appointment messages.
- Add details in the payment reminder messages.
- All WhatsApp & text messages are approved. Customization is not available.
- All messages are optional. You can disable any message services if you don't want to send them.
Start Your 10-Day Free Trial
Trusted by 1000+ clinics. Cancel anytime.
Recent Posts
Features
Multiple Branches
Clinic Members
Patient Registration
Consultations
Treatments
Packages
Reports
Patient Timeline Visualization
Print Prescription
Print Bill Receipt
Appointment Booking
Payment Reminders
Patient Document Upload
Payroll
Attendance
Leave
Support
Feature Request