Appointment reminder software · Zeya Engine
Keep patient follow-ups on track, automatically.
Engine is appointment reminder software that reads visit history from your EMR and runs the workflows that keep the diary full: reminders patients can act on, recalls when patients are due, automated waitlist management when someone cancels, post-treatment check-ins and insurance claims. Each one is set up for your specialty.
- Playbooks for physio, dental, aesthetics, eye and dermatology clinics
- Works from your EMR's visit history, so your team spends less time maintaining follow-up lists
- Service reminders kept separate from promotional messages
Results
What clinics see
- +30%
- of cancellations converted to reschedules
- fewer no-shows
- 38%
- revenue uplift from recalls
- +14%
- staff time saved per week from reminder automations alone
- 100+ hours
- late-cancellation rate
- 21.6% → 19.5%
Cancellations converted to reschedules, fewer no-shows and revenue uplift from recalls are averages across Zeya partners; individual results vary. Staff time and late-cancellation rate are from EDGE Healthcare, a multi-clinic physiotherapy and osteopathy group in Singapore. Read the EDGE Healthcare case study.
Patients come back when they're due. The diary fills from your own list.
Engine reads visit history from your EMR and contacts patients when they're due, such as a six-monthly dental check-up or the next physio session. Reminders ask booked patients to confirm, reschedule or cancel. When a slot opens, Engine offers it to patients on your waitlist and books the first to accept.
Use cases
What clinics automate with Engine
Physio course completionFor: Physiotherapy, osteopathy and rehab practices
Problem: Patients stop booking after two or three sessions, and the treatment plan never finishes.
What Zeya does: When a patient's next session isn't booked within the window you set, Engine sends a WhatsApp message with open slots. Text Agents handle the reply and book the appointment.
Recalls by specialtyFor: Dental, eye and dermatology clinics
Problem: Patients due for their six-monthly dental check-up, annual eye check or skin review drift away, and nobody has time to work through the list.
What Zeya does: Engine reads the last visit from your EMR, contacts patients when they're due with one-tap booking, and follows up with patients who don't reply. Voice Agents can call the patients who don't read messages.
- Re-engagement from EMR visit history
- overdue patients re-engaged automatically
Aesthetics packages and top-upsFor: Aesthetics and dermatology clinics
Problem: Package credits go unused, and patients don't come back when the package ends.
What Zeya does: Engine tracks sessions used and expiry dates, reminds patients before their last sessions or before credits expire, and offers the next package to patients who have opted in to promotional messages.
Waitlist fill on cancellationFor: Specialist clinics, physio and aesthetics
Problem: A cancellation at 9 am becomes an empty slot at 11 am.
What Zeya does: When a slot opens, Engine offers it to patients on your waitlist and books the first to accept. The patient who cancelled is offered new slots straight away.
- +30%
- of cancellations converted to reschedules
Reminders that confirm or rescheduleFor: Every clinic
Problem: Late cancellations leave gaps you can't fill.
What Zeya does: Reminders ask patients to confirm, reschedule or cancel. Patients who choose to reschedule receive available times in the same chat, and the newly available slot is offered to eligible patients on your waitlist.
- 19.5%
- late-cancellation rate
- from 21.6%, about 10% fewer
Post-treatment follow-ups, surveys and reviewsFor: Aesthetics, orthopaedic, physio and dental clinics
Problem: Post-treatment check-ins can be missed when the team is busy, so happy patients may not leave a review.
What Zeya does: Engine sends a check-in and a short survey at the interval you set after treatment. Answers that need attention go to your team. Patients who report a good experience get a review request.
Insurance claimsFor: Specialist clinics and clinic groups
Problem: Claims take hours of copying treatment details into forms and chasing the ones still pending.
What Zeya does: Engine gathers treatment data from your EMR, fills in the claim forms, submits them and follows up pending claims. Lens reads the supporting documents.
- Insurance claims automation
- claim preparation, submission and follow-up
Pre-admission and discharge follow-upFor: Hospitals and day-surgery centres
Problem: Pre-admission instructions get missed, and discharged patients go home with unanswered questions.
What Zeya does: Engine sends pre-admission forms and instructions, such as fasting times and what to bring, ahead of the date. After discharge it sends scheduled check-ins and escalates answers that need attention to the care team.
Build workflows around your practiceFor: Clinic groups and owners
Problem: Every clinic has workflows no off-the-shelf tool covers.
What Zeya does: Tell us the workflow in plain language, for example "message every physio patient who hasn't rebooked within six weeks of their last session", or "send me a weekly report of recalls and recovered cancellations by branch". Your dedicated team sets it up with you.
Service reminders and promotional messages, kept apart
Engine treats appointment reminders and promotional messages differently, because the rules do.
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Service messages (reminders, confirmations, rescheduling, post-treatment check-ins) go to patients about care they have booked.
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Promotional messages (package offers, reactivation campaigns, new treatments) go only to patients who have opted in.
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Engine manages your opt-in lists, keeps a record of each patient's consent and stops messages when a patient opts out.
The Singapore rule, under MOH's advertising regulations: Prior written consent from the patient before a clinic sends promotional messages. WhatsApp's own rules also require opt-in for marketing messages. Engine is set up so promotional recalls only reach patients who said yes.
How it works
How Engine's reminders and recalls work
Your dedicated team sets it up with you.
Connect your EMR
Engine reads appointments and visit history, so recalls and follow-ups start from real data.
Choose your playbooks
Start from playbooks for your specialty and adjust timing, wording and rules.
Approve every message
You approve each template before it goes out. Promotional messages only go to patients who have opted in.
Go live and review
See results by playbook in Analytics. We review them with you and keep improving.
Integrations
Runs on your EMR's data
- AcuityBooking & calendar
AoiKumoDental- Best PracticeClinic EMR
ClinikoAllied health
Dr AssistClinic EMR- DrPartnersDental
- EpicHospital
- Google CalendarBooking & calendar
- HalaxyAllied health
KumodentDental
PhorestAesthetics
PlatoClinic EMR
SGiMEDClinic EMR
ZandaAllied health
Not listed? Ask us about your system, including custom deployments. Integrations →
Trust & security
Security and compliance
- Service reminders and promotional messages are kept separate, with opt-in records and automatic opt-outs.
- You approve every message template before it's sent.
- Official WhatsApp Business messaging on your own number.
- Encryption, strict access controls and full audit logging, including a record of every automated message.
- Zeya is built to comply with Singapore's and Malaysia's Personal Data Protection Acts (PDPA), the Australian Privacy Act, GDPR, and HIPAA. Its security controls align with ISO 27001 and SOC 2.
- Data is hosted in Singapore, Vietnam, and Australia. Hosting in other regions is available on request.
FAQ
Frequently asked questions
What's the difference between Engine and Text Agents?
Engine decides who to contact and when, based on your rules and your EMR. Text Agents and Voice Agents handle the conversation when the patient replies or calls.
Do we have to build the workflows ourselves?
No. Your dedicated team sets up the playbooks for your specialty with you. For anything else, describe the workflow in plain language and we set it up.
Can Engine send promotional recalls in Singapore?
Only to patients who have given consent. The Singapore rule: Prior written consent before a clinic sends promotional messages. Engine keeps service reminders separate, manages your opt-in lists, and honours opt-outs.
Which channels does Engine use?
Messages go out on WhatsApp from your clinic's own number. Engine can also hand a patient to Voice Agents for a call, for example when they don't read messages.
Does Engine work with our EMR?
Engine works with Cliniko, Plato, SGiMED, Zanda, Phorest, Best Practice, Halaxy, and other EMRs. See all integrations.
Will Zeya replace my front desk?
No. Zeya sends the reminders, recalls, and rebookings automatically, so your team spends more of the day with patients.
How long does it take to go live?
Zeya Converse, with WhatsApp, Instagram, Facebook, and email in one inbox, is live in 48 hours. Engine's reminders go out on WhatsApp from your clinic's own number.
Is patient data secure?
Zeya is built to comply with Singapore's and Malaysia's Personal Data Protection Acts (PDPA), the Australian Privacy Act, GDPR, and HIPAA. Its security controls align with ISO 27001 and SOC 2.
How much does it cost?
Pricing depends on your modules, playbooks, and number of locations. We share it after a short call. Get pricing.
What is appointment reminder software?
It sends appointment reminders that let patients confirm, reschedule, or cancel their booking, so fewer appointments go empty. Engine also runs recalls when patients are due and fills cancelled slots from your waitlist.