Send Automated Pre-Booked Appointment Notifications

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.

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
      

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  
      

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
      

      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