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.




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