Send Automated Pre-Booked Appointment Notifications

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When a patient makes an appointment in advance (eg next 6 monthly clean) a notification can be sent prior to the appointment.

It is important that the Appointment Status R is assigned to these appointments.
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The example used in these instructions is for a practice that is open Monday – Saturday.

  1. Go to Location Management > Automation tab > Appointments sub-tab

  2. Select the type Pre-Booked Appointment Notifications (sometimes this can be called Recall Appointments)

  3. Set / Type sub-tab

    1. Location: Select the location / all locations this reminder is for

    2. Books: Select the books this reminder should send for, recommend all Providers

    3. Include when: Select the appointment status R. This will ensure the notification is only sent to those patients.

    4. Exclude when: Recommend selecting any Appointment Status that is to be excluded

    5. Update the Appointment with: Tick the checkbox then select the appointment status that represents a pre-booked notification has been sent, (eg r - Recalls SMS Sent)

    6. Overwriting status: Tick the checkbox then select the S - SMS Sent Status. This will set the appointment with the r status instead of the S status
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  4. Reminders sub-tab

    1. 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, e-mail and producing a phone list.

      If the patient has their appointment reminder preference set as both SMS and e-mail, 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.

    2. Setup the template using the edit icon  mceclip1.png
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  5. Schedule sub-tab

    Two weeks prior to the Appointment

    The following instructions are based on sending the notification two weeks prior to the appointment.

    1. Set the frequency of the reminder:

      1. Weekly - Place a tick in Monday, Tuesday, Wednesday, Thursday, Friday and Saturday

    2. Set the start date and run time

    3. Include patients who have appointments – Simple: The Day that is 2 weeks in the Future

    4. To check settings, click the check upcoming run dates button

    5. Enable the schedule by placing a tick in the checkbox
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      Four weeks prior to the Appointment

      The following instructions are based on sending the notification four weeks prior to the appointment.

      1. Set the frequency of the reminder:

        1. Weekly - Place a tick in Monday, Tuesday, Wednesday, Thursday, Friday and Saturday

      2. Set the start date and run time

      3. Include patients who have appointments – Advanced: Is 28 days in the Future

      4. To check settings, click the check upcoming run dates button

      5. Enable the schedule by placing a tick in the checkbox
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