Appointment Reminder Setup Examples

Appointment Reminder Setup Examples

Inclement Weather Announcement

Alert
Ensure that this Reminder is deactivated after normal operating hours are resumed to prevent accidental messages from being sent. See Deactivate the Reminder below for more information.

Reminder Set

  • Add an Appointment Reminder Set.
  • Enter a description.
  • Example: Inclement Weather Reminder, Snow Day, etc.
  • Ensure that the Active checkbox is selected.
  • Reminder Criteria: Use the lookup icon to include or exclude any criteria.
  • Exclude canceled and deleted Appointment Statuses to ensure that Patients without scheduled Appointments will not be notified of the closure.
  • Leave fields blank to send out to every Status, Type, Facility, etc.
    • Example: Leave the Facility field blank to send to Patients at all Facilities.



Reminder Delivery

  • Set the Delivery Timing.
  • Set the Delivery Timing to [Period of Time - 2 hours before Appointment] to send notifications 2 hours before a scheduled appointment. 
  • This is helpful when setting the notice very early in the morning on the same day of the closure.
  • Set the Delivery Timing to [Specific Day - Appointment Day - Same Day - Time] to send all of the notifications at once. 
  • This is helpful when you want to send all of the messages en masse.
  • Select the Delivery Preference.
  • Tip: Select multiple delivery options to ensure that Patients are notified in a way that will reach them.
  • Select the Message Template(s).
  • Select the Modify icon to create an Inclement Weather Template if necessary.



Deactivate the Reminder

After all of the messages have been sent and the office has returned to normal hours of operation, the Reminder will need to be deactivated.

  • To find previous Reminders that have been deactivated, select Include Inactive on the Patient Outreach Dashboard.




    • Related Articles

    • Appointment Reminder Troubleshooting

      Reminders Did Not Deliver Check the expanded Patient Dashboard to verify the Opt In and Opt Out preferences. Patients that were registered before Appointment Reminders were enabled will not be Opted In automatically. Contact Support if Patients need ...

    • Add Appointment/Recall Reminder Sets

      This is a Premium Add-On feature. Contact your Account Manager for more information. Before creating the Appointment Reminder Set, create the basic Reminder texts, emails, and/or voice message templates. Appointment and Recall Reminders can be sent ...

    • Message Templates for Appointment Reminders, Response, and Recall

      This is a Premium Add-On feature. Contact your Account Manager for more information. Message Templates for Appointment Reminders, Recall, and Statement Balance Notifications are built in the Patient Outreach module. Patient Outreach is located in the ...

    • Appointment Types: Add/Delete/Expire

      Create Appointment Types that are identical to the existing Appointment Types in the Clinical Documentation. Create an Appointment Type From the Scheduling Dashboard, click Scheduling Setup. Click the Types tab. Click Add. Type: Enter a short name ...

    • Appointment Count Report

      This report gives you Resource and Facility appointment information, such as: Appointment was Scheduled in advance or on the day of the appointment Total of both Number of No Shows Number of Appointments Rescheduled Number of Appointments Rescheduled ...