Before creating the Appointment Reminder Set or a Recall Set, create the basic Reminder Texts, Emails, and/or Voice Message Templates.
The Reminder Sets tell the System When, How, and Where to deliver the Appointment and/or Recall Reminders.
Appointment and Recall Reminders can be sent to your Patients by Text, Email, or Voice.
Reminder Sets can also be created in Schedule Setup.
Note: The Appointment Type, Facility, and Resource will determine which Patient Recall Reminders are automatically sent.
If the field is left blank, it will include all in that category.
Multiple selections can be made for each field.
If you have different Reminder Messages for individual Providers (Resources) Appointment Types, etc., set up a separate Reminder Set for each one.
Example: Provider Dr. Test is using Reminder Message A and Dr. Heal is using Reminder Message B, you will need to set up a separate Reminder Set for each one.
If all Providers are using the same Reminder Messages, only one Reminder Set is needed.
Grouping Type: Select a Grouping Type to determine how many Reminders a Patient will receive for multiple Appointments on the same day.
Appointments can be grouped by:
None (Default)
Facility
Resource
Facility and Resource
Patient
When a Delivery Preference is chosen, a new panel will display to select a Message Template. More than one Delivery Preference can be chosen.
Grouping Type: Select a Grouping Type to determine how many Reminders a Patient will receive for multiple Appointments on the same day.
Appointments Reminders can be Grouped By:
None: Do not use the grouping types functionality on this reminder set.
Reminders will go out for all Appointments scheduled on the same day.
Facility: Groups Appointment Reminders by Facility
Only one Reminder will be sent for the Appointments at the same Facility using the earliest start time.
Only the earliest scheduled Appointment will trigger a Reminder.
If there are two Appointments at different Facilities, an Appointment Reminder will be sent for each Facility.
Resource: Groups Appointment reminders by Resources.
Only one Reminder will be sent for the Appointments with the same Resource using the earliest start time.
Only the earliest scheduled Appointment will trigger a Reminder.
If there are three Appointments with three different Resources, an Appointment Reminder will be sent for each Resource.
Facility and Resource: Groups Appointment Reminders by Facility and Resource.
Only one reminder will be sent per Resource and Facility using the earliest start time.
Example
A Patient is scheduled for 3 Appointments with Dr Smith.
The first Appointment is at Facility A, the second at Facility B, and the third is scheduled back at Facility A.
Two Reminders will be sent:
One for the earliest Appointment at Facility A.
One for the earliest Appointment at Facility B.
An Appointment Reminder will not be sent for the third Appointment, which is at Facility A.
Patient: Group Appointments by Patient.
Only one Reminder will be sent to the Patient for multiple Appointments on the same day using the earliest start time, regardless of who the Resource is.
Only the earliest scheduled Appointment will trigger a Reminder.
Example 1: Multiple Appointments with the same Resource, different Facilities on the same day
The Patient has three Appointments with Dr. Smith on Monday.
The first Appointment is at Facility A at 8:00 AM.
The second Appointment is at Facility B at 1:00 PM.
The third Appointment is at Facility A at 4:00 PM.
Results of selecting Facility
If the Appointment Reminder is part of the Reminder Set for that Appointment Type.
A Reminder will be sent for Facility A for the 8:00 AM Appointment.
A Reminder will be sent for Facility B for the 1:00 PM Appointment.
A Reminder will not be sent for Facility A for the 4:00 PM Appointment.
Not sent because it is the same Facility as the Appointment at 8:00 AM because Group Type Facility was selected for this Reminder Set.
Example 2: Different Reminder Sets for multiple Appointments on the same day
The Patient has three Appointments with Dr. Smith on Monday.
The first Appointment is at Facility A at 8:00 AM attached to Reminder Set A.
The second Appointment is at Facility B at 1:00 PM attached to Reminder Set A.
The third Appointment is at Facility A at 4:00 PM attached to Reminder Set B.
Results of selecting Facility with multiple Reminder Sets for the Appointments
A Reminder will be sent for Facility A, Reminder Set A for the 8:00 AM Appointment.
A Reminder will be sent for Facility B, Reminder Set A for the 1:00 PM Appointment.
A Reminder will be sent for Facility A, Reminder Set B for the 4:00 PM Appointment.
This Reminder will be sent because the Appointment Type is connected to a different Reminder Set than the 8:00 AM Appointment.
Example 3: Multiple Resources with Facility chosen as the Grouping Type
The Patient has three Appointments for Dr. Smith, Dr. Roche, and Lab work on Monday.
All are attached to the same Reminder Set.
The first Appointment is at Facility A at 8:00 AM with Dr. Smith.
The second Appointment is at Facility B at 1:00 PM
The third Appointment is at Facility A at 4:00 PM
Results of selecting Facility
A Reminder will be sent for Facility A for the 8:00 AM Appointment with Dr. Smith.
A Reminder will be sent for Facility B for the 1:00 PM Appointment with Dr. Roche.
A Reminder will not be sent for Facility A for the 4:00 PM Appointment for Lab Work.
Even though the Resource is different than the 8:00 AM, the Facility is the same.
Both have the same Reminder Set with Facility being selected for the Grouping Type.
The Appointment Reminders - Undelivered panel provides an overview of all Reminders that were not delivered.