Diarybook: Powerful Appointment Messaging Through Seamless Integration
In healthcare, reliable communication is critical. Patients need clear reminders and updates, while staff need accurate, up-to-date information without extra admin work. But most appointment systems aren’t built with advanced messaging in mind.
That’s where Diarybook’s integrated solution comes in.
Working Behind the Scenes
While Diarybook does offer an intuitive front-end interface, many providers use it in a different way—through direct integration with their existing appointment management system.
In this mode, health workers often don’t even realise they’re using Diarybook. Instead, the platform works quietly in the background, making the appointment system they already know smarter and more connected.
How Integration Works
Diarybook links securely with your existing system, synchronising essential appointment and client details every day. From there, its powerful messaging engine takes over:
Timely Reminders – Patients automatically receive reminders by text, email, or portal notification.
Two-Way Communication – Patients can confirm, cancel, or request changes directly.
Real-Time Updates – Responses are fed straight back into the system your staff are already using.
Configurable Rules – Messages can be tailored to different clinics, appointment types, or patient groups.
All of this happens without extra logins, duplicate data entry, or staff needing to learn a new tool.
Why It Matters
Because Diarybook integrates seamlessly, healthcare teams benefit without changing their workflows:
Fewer missed appointments thanks to consistent, automated reminders.
Less admin overhead since patients can self-manage simple updates.
Improved patient experience through clear, timely communication.
No disruption to existing systems or staff processes.
It’s appointment management made smarter—without anyone noticing a new system has been added.
Quietly Connecting Everyone
With Diarybook working in the background, providers and patients are more connected than ever. The system does the heavy lifting, so staff can focus on what matters most: patient care.
The Sync Process
Reading external appointment data is marshalled through highly customized layers of settings and features.
Text Reminder Basics
The minimum data required for a text appointment reminder is
Using this with a basic text template a text reminder can be sent:
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The text reminder is encapsulated in a Reminder Setting that provides more operational instructions.
When processing appointments data from an external source Diarybook provides further abstraction of customization
This provides the ability for customization on the text of the reminder and how and when it is delivered from organization level down to clinic, user, location and procedure type levels.
Reminders with no replies
Saving the appointment data on Diarybook is not necessary for 1-way messaging. The reminders can be composed on-site and sent through the Diarybook platform.
Reminders with replies
To process replies Diarybook requires a copy of the appointment data. Replies are stored with the associated appointment. Replies can be forwarded.
DBSS Mechanics
The Diarybook Synchronization Service can be run in 1 of 2 locations.
- On customer premises running as a Windows service
- On Diarybook infrastructure accessing daily SFTP appointment uploads
The company provides free customization on its DBSS software that can accommodate your appointment data.