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.

Learn More: Appointment Reminder Sets

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 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.

To send a static Telehealth Link, you must add a Provider Custom Field, which will then be used as a Mappable Field.

  • Note: This workflow will not work for Patients with custom Telehealth links.

Add a Telehealth Custom Field

  • Used When: Entering a Billing/Rendering/Supervising Provider
  • Label: Telehealth Link
  • Data Type: Text
  • Size: 500

Learn More: Add/Modify Custom Fields

  • Modify the Provider and enter the Telehealth Link in the Custom Fields panel.

Learn More: Modify a Provider

Message Template

  • Add a new Message Template.
  • Enter a Description.
  • Example: Telehealth
  • Set the Delivery Type as Text or Email.
  • In the Text Editor, add the message that will be sent to the Patient.
  • Include the Custom Field (Provider) - Telehealth Link Mappable Field to send the link with the message.

  • Add the Message Template to any new or existing Reminder Sets as needed.

Learn More: Message Templates for Appointment Reminders and Recalls

Learn More

Appointment/Recall Reminder Sets

Message Templates for Appointment Reminders, Responses, and Recalls

Workflow for Appointment and Recall Reminders

Appointment Reminder Troubleshooting

Appointment/Recall Reminders - Undelivered



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