Does TrackStat Have an Automatic Out-of-Office Text Reply?
TrackStat does not currently offer an auto-reply that responds automatically when a patient texts your clinic during a closure. There is no way to set a message that fires on its own in response to incoming texts while your office is closed.
The recommended approach is to proactively notify patients before or at the start of the closure using the bulk messaging and campaign tools outlined below. This ensures patients are informed before they try to reach you, rather than after.
The closest automated option: If you have the Unanswered Call Text Back feature. You can update the automatic reply message to include your closure details. This way, any patient who calls and doesn't reach someone will automatically receive a text with information about your office closure. For step-by-step instructions, please see our article on editing the automatic text reply for unanswered calls.
1. Planned Closures (Holidays, Vacations, Scheduled Time Off)
For closures you know about in advance, use a combination of advance patient notification and updated automated greetings.
Notify Patients in Advance Using a Blast Campaign
Blast campaigns let you schedule a message to go out to a filtered audience ahead of the closure.
Go to Communication > Blasts campaigns
Set up your audience filters to target the patients you want to notify (for example, active patients, patients with upcoming appointments, or your full patient list).
Create your closure message (see sample messages below).
Set the message schedule for your preferred send date — ideally a few days before the closure begins.
Enable the campaign and save.
Update Your Automated Greetings
Before the closure begins, update these so patients who call or text during the closure get relevant information:
Unanswered-call auto-reply text: Edit this to include your closure dates and reopen date.
Voicemail greeting: Record an updated greeting mentioning the closure and when you will return.
Sample Message for Planned Closures
{{OfficeName}} will be closed from [Start Date] to [End Date] for [reason, e.g., the holiday]. We will respond to messages when we return on [Reopen Date]. Thank you!
2. Unforeseen or Emergency Closures (Illness, Weather, Power Outage)
For closures that happen without advance notice, act quickly to inform patients who are already scheduled or who may try to reach you.
Immediately Send a Bulk Message
Use the Appointment Report to target patients with appointments on the affected dates.
Open the Appointment Report.
Select the date(s) your office will be closed.
Select the patients scheduled on those dates.
Click Actions > Send Message.
Write your closure message (see sample below) and send.
This targets only the patients whose appointments are directly impacted by the closure.
Send a Broader Notification Using a Blast Campaign
If the closure may last multiple days or you want to notify patients beyond those with scheduled appointments:
Go to Communication > Blasts campaigns
Set your audience filters (for example, all active patients, or patients seen in the last 90 days).
Write your closure message and send immediately.
Update Your Automated Greetings
Even during an emergency, take a moment to update these so incoming callers are informed:
Unanswered-call auto-reply text: Edit this to mention the closure.
Voicemail greeting: Update to reflect the unexpected closure and expected reopen date.
Sample Message for Emergency Closures
Due to an unforeseen closure, {{OfficeName}} is closed today through [End Date]. We apologize for the inconvenience and will contact you to reschedule your appointment. We will reply to messages when we reopen on [Reopen Date].
Best Practices for Both Scenarios
Block new appointments: Temporarily adjust your online scheduling settings or add block events to your schedule to prevent new bookings during the closure dates.
Reschedule affected patients: Use the Appointment Report to identify patients with appointments on the affected dates and message them individually or in batches to reschedule.
Plan your reopen communication: When you return, consider sending a follow-up message letting patients know you are back open and accepting appointments.