What comes in
Patient reply
- I need to move my appointment.
- Is there anything available next week?
SMS Agent
Send the reminder. Handle the reply.
Caesar runs two-way patient texting for appointment reminders and follow-ups. Patients can confirm or reschedule in the conversation, while your connected EMR records the outcome.
- Two-way conversations
- Consent and opt-out controls
See the work
The reply is part of the workflow.
These sample conversations show how a text can update the schedule or reach a waiting patient.
What comes next
SMS Agent
- Available appointments are offered from the connected schedule.
- The patient chooses a slot and receives confirmation.
The appointment change is written back to the EMR.
What SMS Agent does
- 1Read reply
- 2Check open slots
- 3Confirm choice
- 4Update appointment
What comes in
A slot becomes available
- A patient on the waitlist is eligible for the opening.
- Their messaging consent allows this text.
What comes next
Waitlist conversation
- An earlier appointment is available. Would you like it?
- The accepted slot is checked and booked.
A waiting patient receives an offer without staff making a round of calls.
What SMS Agent does
- 1Find opening
- 2Check waitlist
- 3Send offer
- 4Book accepted slot
What it handles
Do more with the next patient text.
A reminder starts the conversation. Caesar handles the response and carries out the next step, so staff do not have to work every reply by hand.
Confirm or move a visit
Patients reply in their own words to confirm, cancel, or find another appointment.
Offer an open slot
Reach patients on the waitlist when a suitable appointment becomes available.
Send pre-visit information
Deliver form links and your approved preparation instructions before the appointment.
Follow up after care
Send approved check-ins and flag replies that need a staff callback.
Fits your practice
Your timing. Your message rules.
Build a texting workflow around your schedule and patient preferences.
- 1
Connect the schedule
Use your EMR appointments to determine which messages are due.
- 2
Check consent
Apply messaging permissions and remove patients who opt out.
- 3
Send and respond
Use approved templates and handle replies in plain language.
- 4
Record the result
Write appointment changes back and send exceptions to staff.
Keep control of patient messaging.
Your practice sets message content, timing, and frequency. Clinical questions go to staff. Consent rules apply to the message being sent, and patients can opt out of the texting program.
- Honor opt-outs and patient communication preferences.
- Review follow-up content before adding it to a workflow.
Keep your existing system.
We confirm the available connections and functions in your electronic medical record system, or EMR, before setup.
Check your EMR integration
Available functions vary by system and agent.
Before you start
Your questions, answered.
What to expect from SMS Agent, and what your team controls.
What if patients do not want texts?
Patients can opt in through the portal, at check-in or through the configured initial-message flow. Opt-outs are honored immediately, and communication preferences stay part of the record. Messaging rules separate transactional reminders from collection messages and apply the consent required for each.
Can we customize the messages?
Yes. Set wording, timing and frequency by appointment type, provider or location. Your practice also chooses which replies need staff review.
How does the SMS Agent handle billing reminders?
It sends balance reminders with secure payment links under the configured TCPA and FDCPA rules for billing communications. Transactional appointment reminders and collection messages use separate workflows and consent checks. Your team approves those rules before the program starts.
Is texting really HIPAA compliant?
The SMS Agent uses encrypted messaging infrastructure, secure authentication and audit trails for its healthcare messaging workflow. Caesar Health executes a Business Associate Agreement (BAA) at contract signing. SOC 2 Type II is in progress.
What about patients with landline numbers?
The agent detects landlines and routes them to the voice workflow. Disconnected numbers are removed from texting campaigns so staff can correct contact information.
Which EHRs does the SMS Agent integrate with?
It connects to scheduling and lab systems including Epic, athenahealth, eClinicalWorks and NextGen. Confirmations, reschedules and accepted waitlist offers can be written back through the supported connection.
Can patients reschedule by text?
Yes. Patients reply in their own words to confirm, cancel or reschedule. Caesar checks live availability and your booking rules before saving the change. When a cancellation opens a slot, it can offer the appointment to your waitlist.
Can it send medication, insurance and preventive-care reminders?
Yes. Approved workflows cover refill reminders and dosage confirmations, requests for updated insurance cards, and screening or vaccination outreach. It also sends intake links and preparation instructions. Clinical questions and concerning post-procedure replies go to staff.
How do we measure no-show reduction?
Compare completed visits and no-shows against your own baseline, alongside reminder delivery and responses. Use your appointment value in the ROI calculator to estimate possible recovery. Results depend on patient mix and the workflow enabled.
SMS Agent
Put the next reminder to work.
See how patient texting fits your appointment schedule and the way your staff handles replies.
Book a demo