When a patient makes an appointment a reminder can be sent prior to the appointment. The patient can then respond to the SMS and confirm the appointment.
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Go to Location Management > Automation tab > Appointments sub-tab
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Select the type Daily SMS reminders
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Select the type (eg Run on Monday for Wednesday appts)
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Set / Type sub-tab
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Location: Select the location / Any Location / Batch for each Location, this reminder is for
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Books: Select the books this reminder should send for, recommend all Providers
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Include when: This is left blank to include all appointments.
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Exclude when: Recommend selecting any Appointment Status that is to be excluded
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Update the Appointment with: Tick the checkbox then select the appointment status that represents an SMS has been sent, (eg S - SMS Sent)
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Overwriting status: Tick the checkbox then select the B - Appointment Notification Status. This will set the appointment with the S status instead of the B status if a Pre-Booked Appointment Notification has been sent.
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Send communication to Family Head: Appointment reminder will be sent to family head only
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Send single message to patients with multiple appointments: Patients with multiple appointments booked on the same day will only receive 1 SMS
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Reminders sub-tab
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Order the communication methods
These reminders are commonly sent via SMS due to their importance; e-mail is easily overlooked by patients.
The image below shows an example of sending via SMS and producing a phone list.
If the patient has their appointment reminder preference set as SMS, whichever is numbered 1 in the Reminders will be sent to the patient. The phone call option will generate a list of patients to be contacted that were not sent an SMS.
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Setup the template using the edit icon
- See Input Fields Guide for Automated Appointment Reminders to set up the SMS template.
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Daily Reminders One Day Prior to the Appointment
The following instructions are based on sending the reminder one days prior to the appointment (eg Run on Monday for Tuesday appts)
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Set / Type sub-tab
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Set the frequency of the reminder:
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Weekly - Place a tick in Monday, Tuesday, Wednesday, Thursday, Friday or Saturday
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Set the timing:
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Start date and run time
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Run # of workdays before a holiday
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Include patients who have appointments – Simple: Tomorrow
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To check settings, click the check upcoming run dates button
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Enable the schedule by placing a tick in the checkbox
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Daily Reminders Two Days Prior to the Appointment
The following instructions are based on sending the reminder two days prior to the appointment (eg Run on Monday for Wednesday appts)
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Set / Type sub-tab
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Set the frequency of the reminder:
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Weekly - Place a tick in Monday, Tuesday, Wednesday, Thursday, Friday or Saturday
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Set the timing:
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Start date and run time
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Run # of workdays before a holiday
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Include patients who have appointments – Simple: The Day After Tomorrow
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To check settings, click the check upcoming run dates button
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Enable the schedule by placing a tick in the checkbox
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Daily Reminders Three Days Prior to the Appointment
The following instructions are based on sending the reminder three days prior to the appointment (eg Run on Friday for Monday appts)
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Set / Type sub-tab
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Set the frequency of the reminder:
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Weekly - Place a tick in Friday
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Set the timing:
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Start date and run time
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Run # of workdays before a holiday
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Include patients who have appointments – Simple: The Day that is 3 Days in the Future
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To check settings, click the check upcoming run dates button
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Enable the schedule by placing a tick in the checkbox
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Daily Reminders Four Days Prior to the Appointment
The following instructions are based on sending the reminder four days prior to the appointment (eg Run on Thursday for Monday appts)
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Set / Type sub-tab
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Set the frequency of the reminder:
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Weekly - Place a tick in Thursday
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Set the timing:
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Start date and run time
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Run # of workdays before a holiday
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Enable the schedule by placing a tick in the checkbox
Include patients who have appointments – Advanced: Is 4 days in the Future
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To check settings, click the check upcoming run dates button
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Enable the schedule by placing a tick in the checkbox
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