Question 1

Is this HIPAA compliant?

Accepted Answer

ReachClaw uses encrypted email transmission and secure data storage. However, email itself is not considered a fully HIPAA-compliant communication channel. We recommend using ReachClaw for appointment reminders, general health education, and billing notices—not for sharing protected health information like test results or diagnoses. Always include a HIPAA-compliant disclaimer in your email footer.

Question 2

Can I send different reminders for different appointment types?

Accepted Answer

Yes. Upload your appointment CSV with an appointment type column (routine checkup, lab work, specialist consultation, etc.). Create separate email templates for each type with specific preparation instructions. Lab appointments can include fasting instructions, specialist visits can include 'bring your medical records,' and routine checkups can include 'update your medication list.' The AI sends the right template based on appointment type.

Question 3

How do I handle patients who don't have email addresses?

Accepted Answer

ReachClaw works via email only. For patients without email addresses (often older adults), your front desk will still need to make phone calls or send text reminders (via your practice's separate SMS system). However, most practices find 70-85% of patients have email addresses, so you'll still dramatically reduce phone call volume even if not everyone gets automated reminders.

Question 4

Can I include telehealth appointment links in reminders?

Accepted Answer

Absolutely. If you're using telehealth platforms (Zoom, Doxy.me, etc.), include the appointment link in your email template. Patients get the reminder email with a direct link to join the virtual visit. This works especially well for same-day reminders ('Your telehealth appointment is in 2 hours—click here to join').

Question 5

What if a patient unsubscribes from appointment reminders?

Accepted Answer

ReachClaw respects unsubscribes, but you can still send critical transactional emails (appointment confirmations, billing statements). If someone opts out of marketing emails (health education, preventive care campaigns), they won't receive those, but you can continue sending necessary administrative communications. Most patients appreciate appointment reminders and don't unsubscribe.

Question 6

How does this work with our EHR system?

Accepted Answer

ReachClaw works standalone via CSV exports. Export appointment lists or patient cohorts from your EHR (Epic, Cerner, Athenahealth, etc.) and upload to ReachClaw for email automation. Most EHRs allow CSV exports of appointment schedules and patient lists. You can export daily, weekly, or before each campaign. No direct EHR integration required—just export and upload.

Question 7

How much does it cost for a medical practice?

Accepted Answer

Most small practices (1-5 providers) start with our Growth plan at $29.99/month, which includes 2,000 automated emails per month. That covers appointment reminders, post-visit follow-ups, and preventive care campaigns for typical patient volumes (20-30 appointments/day). Larger practices (6+ providers) use our Scale plan ($69.99/mo, 10,000 emails) for high-volume appointment reminder needs.

Healthcare Email Marketing for Patient Engagement

Simple Weekly SEO Check

Reduce No-Shows and Improve Patient Communication

Appointment Reminder Emails That Reduce No-Shows

Post-Visit Follow-Up Sequences

Preventive Care Outreach Campaigns

Patient Education Email Series

Billing and Payment Reminder Sequences

Patient Satisfaction Survey Automation

How It Works

Connect Your Gmail and Export Patient Lists

Build Your Email Templates

Let It Run While Your Team Focuses on Care

Frequently Asked Questions

Is this HIPAA compliant?

Can I send different reminders for different appointment types?

How do I handle patients who don't have email addresses?

Can I include telehealth appointment links in reminders?

What if a patient unsubscribes from appointment reminders?

How does this work with our EHR system?

How much does it cost for a medical practice?

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