Two layers.
One outcome.
Diarybook works at the level your organisation needs — as a powerful communication layer that sits alongside your existing systems, or as a complete appointment management platform from the ground up.
An intelligent messaging platform — reaching patients before it's too late.
At the heart of Diarybook is an advanced, automated reminder engine. It reaches patients through the right channel at exactly the right moment — before they forget, before they cancel mentally, before the slot is lost.
Reminder timing isn't arbitrary. It's configurable at the level of each clinic, department, or individual service provider — so a first reminder might go out a week before the appointment, a second 48 hours before, and a third on the morning of the day itself.
Patients can confirm, cancel, or request a change by reply. That feedback reaches your team instantly — giving you the opportunity to fill a vacated slot before it disappears.
Works with what you have. Or replaces what isn't working.
Healthcare organisations come to Diarybook from very different starting points. Some have patient management systems they rely on. Others have nothing. Diarybook is built for both.
For organisations with existing systems
Diarybook connects directly to your existing patient information management software — reading appointment data and sending reminders automatically, without any change to your current workflows or systems.
- No disruption to existing systems or processes
- Automated reminders triggered by your existing appointment data
- Patient replies and confirmations captured and surfaced to your team
- Aggregate and per-user reporting on DNA rates and reminder performance
- Used across HSE hospitals running IPMS and other patient management systems
For organisations starting from scratch
For services with no existing scheduling software, Diarybook provides a complete appointment management portal — built for the real complexity of clinical environments, with multiple users, departments, and service providers.
- Complete scheduling portal — clients, appointments, resources, departments
- Prevents double-booking; manages room and resource allocation
- Time management — block training days, annual leave, and unavailable slots
- Waiting room capacity management
- Full patient correspondence history — text, email, phone
- Multi-channel reminders included as standard
What it looks like — for patients and for your team.
Timing is everything. Department of Health research found that behaviourally informed reminders reduced missed appointments by 13%. Diarybook lets you configure exactly when reminders go — for each clinic, department, or service provider — so messages arrive when they're most likely to change behaviour.
The patient experience
An immediate confirmation goes out by SMS, email, or letter — whichever channel suits the patient. No more relying on patients to write things down.
A reminder arrives at a configurable interval — one week out, then 48 hours out, then the morning of. The patient can confirm attendance or flag that they can't make it, by reply.
At sites with Diarybook's check-in screens, patients can register their arrival themselves — reducing queue time at reception and giving clinical teams real-time waiting room visibility.
The team experience
No manual chasing. Once configured, the reminder process runs itself — sending messages, receiving replies, and updating appointment status without any staff input required.
When a patient cancels or doesn't confirm, your team sees it early — with enough time to fill the slot from a waiting list, rather than discovering the vacancy on the day.
Every message sent and received is logged against the patient record. No ambiguity about what was sent, when, and whether it was received — important for clinical governance.
Per-user and site-level reporting shows DNA rates over time, reminder performance by channel, and attendance trends — so you can see the impact and optimise it.