- Patients can be Opted-In/Out during:
- Existing Patients will preserve their Opted-In/Out status until their Demographic Information is manually updated.
Add an Appointment Reminder
- Select the Reminder Tab in Schedule Setup or the Reminder Setup button on the Scheduling Dashboard.
OR
- To Add a new Appointment Reminder, select the Add button.
- For an existing Appointment Reminder, select the Modify icon.
- Copy Reminder: If you want to Copy an existing Reminder for a similar setup, select it from the dropdown.
- Description: Enter a Description for the Reminder.
- Active: The checkbox is selected by default.
- Reminder Criteria: Use Filters that are applicable.
- Appointment Status is mandatory.
- Reminders: Select the Add button to access the Appointment Reminder Delivery screen.
Delivery Panel
- Select the Delivery Timing from the dropdown.
- Period of Time: Specify a period of time to send the Reminders Before or After an Appointment.
- Example: Send a Reminder 24 hours before the Appointment.
- Specific Day: Specify a specific day and time to send the Reminder before the Appointment Date.
- Recommended for practices that do not want to send Reminders over the weekend, or want to control which day to send them on.
- #: Enter the number of minutes/hours/days/weeks that correspond to the subsequent delivery selections.
- Minutes, Hours, Days, or Weeks Dropdown:
- When Minutes or Hours are selected, reminders will be delivered relative to the actual appointment time.
- Example: 2 Hours before the Appointment.
- When Days or Weeks are selected, the Reminders will be sent the specified number of Days or Weeks before the Appointment.
- Before Appointment/After Appointment Dropdown:
- The Reminder will be delivered by the specified date and time before or after the Appointment.
- At Time:
- The Reminder will be delivered at the At Time specified.
- If At Time is left blank, the Reminders will be delivered at the scheduled Appointment time on the day specified.
- Example:
- Appointment Date: 09/26 at 2:00 PM
- The Reminder is set to be sent 2 days before the Appointment Date.
- The At Time is blank.
- The Reminder will be sent on 09/24 at 2:00 PM.
Delivery Preference Panel
- Delivery Preference: Select the checkbox for how you want to deliver the Reminder.
- More than one can be selected.
- A new panel will be added for each selection.
Messages
- When creating a message there is an HTML Editor provided for those that do not have HTML knowledge.
- The Text Editor can be used by those who know HTML code.
Text Panel
- Text Messages that have been previously created are visible in the dropdown.
- Select an existing template or select Manage to create a new Message.
- Templates for Text Reminders are typically limited to a 160 character limit due to overage charges beyond the first page of a text.
- This limitation depends on the cell phone provider.
Email Panel
- Email: Select an existing Email Message or create a new Email Message by selecting Manage from the dropdown.
- Emails can be formatted as desired.
Voice Panel
Voice: Select an existing template or select Manage to create a new Voice Message.
- Voice reminders are generated using Text-to-Voice technology.
- Enter the text of the message, and the message will be 'read' in the Language and Voice you choose in the Message Template.
- You will also choose what prompts are given.
- Example: Press 1 to confirm and what Response they hear when they choose a prompt.
Select Save [F2].
Add an Reminder Text Message
- From Scheduling on the Left Side Menu, select the Reminder Setup button.
- Select the Message Templates button.
- Select the Add button.
- Enter a Description.
- Delivery Type: Select Text.
- Active: The checkbox is selected by default.
- Copy: If applicable, select a Template to copy and modify.
- Build your Text Message.
- Add fields, such as the patient's name and appointment date and time from the Mappable Fields panel.
- Left click the Copy icon beside the field that you want to add to the Text Message.
- Place your cursor in the Text Editor Panel where you want the field.
- Right click and select paste or use your keyboard to select Ctrl V.
$(patient.full_name),
You have an appointment on $(appointment.date) at $(appointment.start_time). If you cannot make this appointment, please call the office at 555-555-5555 to cancel or reschedule.
- Select Save [F2].
Add a Text Response
The Patient will not receive an error message if they enter an invalid response.
This feature allows you to create responses that Patients can use to reply to a Reminder to Confirm, Cancel, or Opt-Out.
Access the Text Responses Panel at the bottom of the Add/Modify Message Template screen. (Scheduling > Reminder Setup button > Message Templates button > choose the Modify icon to the left of the Template.)
- On the Appointment Reminder Sets screen, select the Modify Icon for the Reminder to use.
- On the Add/Modify Appointment Reminder Set screen, select the Modify icon on an existing Reminder.
- On the Add/Modify Reminder Delivery screen, select the Modify icon on the Text Message.
- Select the Manage from the Responses dropdown.
- Enter a Description.
- Enter the Patient Responses. This is a multi-select field. Users can input multiple Patient Responses to account for User error.
- For example: you can enter Y, Yes, Ye, and Confirm. If the patient responds with any of these, the Appointment Status will be updated.
- Status Update: Select from the Status Update dropdown the Appointment should be updated to for the Patient Response.
- For the example above, you would select Confirmed.
- Practice Response: Enter a response to the Patient.
- Select Save [F2].
Add an Opt-Out Patient Response
You must enter an Opt-Out Patient Response for the Patient to use if they do not want to receive future Reminder Messages.
Appointment Reminders - Undelivered
The Appointment Reminders - Undelivered panel provides an overview of all Reminders that were not delivered.
- Scheduling > Appointment Reminders - Undelivered
- Hover over the Error Status to view the Error Message.
- Select the Modify icon to correct the Patient/Guarantor Contact Information.
- Select Reminder History to view ALL Appointment Reminders.