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ClinicFlow

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Guides for running ClinicFlow

Short answers for getting started, sending reminders, confirming appointments, and using the staff dashboard — written for clinic teams.

Getting started

Create your clinic, invite staff, and book the first appointments.

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Reminders

When SMS reminders send, what they say, and how to tune timing.

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Confirmations & reschedules

How patients confirm or request a new time from the SMS link.

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Prescriptions & follow-ups

Pickup nudges and post-visit messages that close the loop.

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Messaging

What patients see over SMS — and what they never need to download.

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Staff dashboard

Where your front desk sees confirmations, flags, and the day’s list.

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Plans & billing

Free, Starter, Professional, and Enterprise — what each plan includes.

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Guide

Getting started

ClinicFlow is ready once you add patients, appointments, and reminder rules. Linking Google Calendar is optional.

Set up your clinic

Create your clinic profile, invite staff, and choose who can manage appointments and messaging. Everyone signs in from the ClinicFlow app — not a separate calendar tool.

Add patients and appointments

Appointments live in ClinicFlow. Add patients and book visits from the staff schedule. Reminder and confirmation flows attach automatically to each appointment. If you link Google Calendar, appointments show up there too, and moving an event in Google reschedules the visit.

Go live

Turn on your reminder rules, send a test message if you want a dry run, then start booking real visits. Most clinics are messaging patients the same day they set up.

Guide

Appointment reminders

Friendly SMS reminders go out automatically so your front desk is not stuck on call sheets.

When reminders send

You choose the timing — for example 48 hours before the visit. ClinicFlow sends the SMS with the date, time, and provider spelled out.

Custom wording

Start from our templates, then edit tone and wording so messages sound like your clinic. You control which touchpoints fire.

If a patient does not reply

Follow your reminder rules: send a second reminder, flag the appointment for a staff call, or leave it unconfirmed so the front desk knows who still needs a human touch.

Guide

Confirmations & reschedules

Patients confirm or request a reschedule from a link in the SMS — no app download, no phone tag.

One-tap confirmations

The patient opens the confirmation link and taps Confirm. The appointment is marked confirmed in ClinicFlow so your team sees it immediately.

Request a reschedule

If they cannot make it, patients tap Request reschedule on the same link. Your front desk follows up to find a new time and update the appointment.

Guide

Prescriptions & follow-ups

Close the loop after the visit with pickup nudges and check-ins that flag who still needs a call.

Prescription pickup nudges

A pickup message lets the patient know a prescription is waiting and asks whether they have collected it — without another round of voicemail.

Post-visit follow-ups

Automatic follow-ups check in after the visit and surface patients who still need a human call from your staff.

Guide

Messaging channels

Everything happens over SMS. Patients already know how to reply — they do not need another app.

SMS only for patients

Reminders, confirmation links, prescription nudges, and follow-ups arrive as texts. Confirmations and reschedule requests happen from the link inside the message.

What ClinicFlow is not

ClinicFlow is a patient engagement platform for clinics — not a full EMR. Appointments live here and sync both ways with Google Calendar; there is no EHR integration yet.

Guide

Staff dashboard

One place for reminders, confirmations, and reschedule requests your front desk can actually use.

See the day at a glance

Open the schedule to see which appointments are confirmed, still waiting, or flagged for a callback. Messaging status sits next to the visit — not in a separate inbox.

Roles and access

Invite front-desk and clinical staff with the permissions they need. Everyone works from the same patient list and appointment view.

Guide

Plans & billing

Start with the messages you need today. Upgrade as SMS volume grows — no long contracts or setup fees.

Free, Starter, Professional, Enterprise

Free covers patients, appointments, and Google Calendar sync for one person, without SMS. Starter adds reminders, confirmation links, and reschedule requests for a single location. Professional adds follow-ups, Rx reminders, reporting, and branding. Enterprise unlocks multi-location, API access, analytics, and priority support.

How to choose

Start on Free to set up your clinic and calendar. When you are ready to text patients, Starter covers one clinic. Growing practices that need follow-ups and branding usually pick Professional. Multi-site groups should talk to sales about Enterprise.

Still have a question?

Book a walkthrough and we will go through your clinic's workflow together — or browse the FAQ on the homepage.

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