Cut no-shows without adding coordinator hours.
A 15–25% no-show rate costs a therapy practice thousands of dollars a month. Chatref sends automated reminders and rescheduling prompts via chat and SMS – so your coordinator isn't chasing cancellations while handling everything else.
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Why it matters
The problem this solves.
The challenge
Therapy practices lose 15–25% of appointment revenue to no-shows and late cancellations every week.
What it costs
Coordinators spend hours chasing reminders by phone – time they don't have when they are already handling scheduling, billing
The Chatref way
Chatref sends reminders and rescheduling prompts automatically via chat and SMS, so your calendar fills itself without staff
The Chatref solution
How Chatref reduces no-shows.
An appointment is coming up. Chatref sends an automated reminder via SMS or chat. The client confirms, reschedules, or flags a cancellation – all without your coordinator making a single call.
Real questions
What Chatref answers here.
Reminder: you have an appointment tomorrow at 3 p.m.
Can I reschedule my appointment this week?
I need to cancel – can I book another time?
What do I need to bring to my first session?
Where is your office located?
How do I join my telehealth session?
Loved by support teams
Therapy practices, cutting no-shows without adding staff time.
How practices use Chatref to automate appointment reminders and keep their calendars full.
Our no-show rate was running at 20%. After setting up automated reminders through Chatref, it dropped to under 10% in the first two months. Our coordinator stopped spending an hour a day on reminder calls.
Clients can confirm or reschedule right from the reminder message. The whole exchange happens without us.
We get insight into which appointment slots have the highest cancellation rate. That data has changed how we structure our schedule.
average reduction in no-show rate for practices using automated reminders
SMS reminders reach clients who never check email. No-shows on telehealth days dropped immediately.
Does Chatref integrate with SimplePractice or TherapyNotes to send reminders?
Chatref works alongside your EHR rather than replacing it. You configure the reminder flow in Chatref and it sends via chat or SMS. Clinical scheduling stays in your EHR.
What happens when a client wants to cancel via the chatbot?
Chatref captures the cancellation, notifies your coordinator via the shared inbox, and can prompt the client to pick a new time from your available slots.
How far in advance does it send reminders?
You configure the timing – most practices use 48 hours and 24 hours before the appointment.
Does it work for telehealth appointments?
Yes. Chatref can include your telehealth link in the reminder so clients have everything they need in one message.
Can clients reschedule directly from a reminder?
Yes. Chatref captures the rescheduling request and routes it to your coordinator with full context, so no manual follow-up is needed.
What channels does it use for reminders?
Chat and SMS, depending on how you configure the omnichannel setup.
Fill your calendar without chasing cancellations.
Configure your reminder flow once and let Chatref run it automatically – free to start.
Part of Chatref for Mental Health Services · Healthcare hub · pricing.