Automated appointment reminders that actually get answered.
Your AI receptionist calls customers before their appointment to confirm or reschedule. Fewer no-shows, fewer empty slots, and no more staff spending hours on the phone.
Not a text blast.
A real conversation.
Fast, Thoughtful Responses
Always available and always personal. Your receptionist replies with warmth and clarity on every call.
Aligned With Your Business
Armed with your services, policies, and preferences, it gives every caller clear, on-brand support.
Integrated Into Your Systems
Automates scheduling, changes, lead intake, and updating your records — freeing your team from admin.
Your AI Receptionist Calls Customers
Before They Forget.
1. Appointment Approaching
Intavia reads your calendar and automatically calls the customer at the time you've set. 24 hours before, 48 hours before, or both. You choose the timing.
2. Customer Confirms, Reschedules, or Cancels
If they can make it, confirmed. If they can't, the AI checks your live availability and rebooks them during the call. Calendar updates instantly.
3. Your Team Is Notified of Any Changes
Confirmed, rescheduled, or cancelled. Whatever the outcome, your team gets notified instantly and your calendar updates automatically. No chasing, no guesswork.
Phone calls customers actually answer. Not texts they ignore.
Intavia calls your customers with a natural, conversational reminder. They confirm, reschedule, or ask questions, all handled in real time. No keypad menus, no pre-recorded messages.
Hey, it's Sophie from Dartly Hair. Just calling about your appointment tomorrow.
Hey, it's Sophie from Dartly Hair. Just calling about your appointment tomorrow.
If they can't make it, the AI rebooks them on the call.
Most reminder systems can only confirm or cancel. If a customer can't attend, they're told to 'call back to reschedule.' Intavia checks your live availability during the call and offers alternative times. They pick one, the calendar updates, done.
Reminders that run themselves and keep calendars full.
Choose when calls go out: 24 hours before, 48 hours, or both. Intavia reads your calendar, makes the calls, and follows up if there's no answer. Your team doesn't touch a thing.
Every reminder. Every outcome. All in one place.
See exactly what happened on every reminder call: who confirmed, who rescheduled, who cancelled, who didn't pick up. Full transcripts, call recordings, and outcome tracking, all in your dashboard.
AI Summary
Outbound reminder for colour appointment. Customer confirmed attendance for Thursday 2:30pm.
Intent
Reminder Confirmation
Time
09:15
AI Summary
Outbound reminder for colour appointment. Customer confirmed attendance for Thursday 2:30pm.
Intent
Reminder Confirmation
Time
09:15
"Intavia completely changed how we handle calls. Customers get answers straight away, and our front desk finally has breathing room."
Appointment reminders built for your industry.
Intavia is configured by our team to match your booking system, timing preferences, and how your business operates.
Dental Practices
Automated reminder calls for check-ups, hygiene appointments, and follow-ups. Reschedules on the spot when needed. Integrates with Dentally, SOE, and more.
Explore Intavia for Dental
Healthcare Practices
Reminder calls for consultations, follow-ups, and assessments. Rescheduling handled during the call. Works with Cliniko, PracticeHub, and more.
Explore Intavia for Healthcare
Hair & Beauty Salons
Outbound reminder calls for colour, cut, and treatment bookings. Confirms attendance or reschedules on the spot. Connects to Phorest, Zenotti, and more.
Explore Intavia for Hair & BeautyWhat are automated appointment reminders?
Automated appointment reminders are notifications sent to patients or clients before a scheduled appointment, by text, email, phone call, or a combination. Their purpose is simple: reduce the number of people who forget to show up.
The problem they solve is significant. Research shows a 23% average no-show rate across healthcare when no reminder system is in place. For a practice running 30 appointments per day, that's nearly seven empty slots, every day. Across a year, the revenue impact runs into six figures.
How reminder methods compare
SMS reminders are the most common option: cheap, but one-way. If a patient needs to reschedule, they still have to call the practice separately, and many don't. Pre-recorded and IVR calls add a voice channel but offer limited interaction: confirm or cancel, nothing more. Live human phone calls are the most effective method. When a patient answers a live call, no-show rates drop to just 3%, but at roughly £0.77 per call plus staff time, they don't scale.
AI phone calls combine the effectiveness of a live conversation with the cost efficiency of automation. An AI receptionist calls the customer, has a natural conversation, and can handle rescheduling and question answering in real time. For a broader look at how AI receptionists work across all front-desk functions, see our complete guide to AI receptionist software.
What customers actually want
Customer preferences are clear: 77% want a phone call as part of their appointment reminder. 32% prefer a call exclusively, and 45% want both a call and a text. Businesses relying on SMS alone are underserving the majority of their customer base. For a comparison of reminder approaches and their costs, see our AI receptionist pricing guide.
Ready to stop losing revenue to no-shows?
Intavia is set up for you by our team. No DIY configuration, no technical setup. Most businesses are live within a week.
No setup fee · Cancel anytime · Done-for-you onboarding
Frequently asked questions
Intavia is an AI receptionist for appointment-led businesses. This page explains how our automated appointment reminder calls work, including outbound calling and rescheduling.