Send Automated New Patient Welcome Messages

When a new patient makes an appointment, the the Appointment Status N is automatically 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 New Patients

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 N. 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 n - New Patient SMS Sent)

   6. Overwriting status: Tick the checkbox then select the S - SMS Sent Status. This will set the appointment with the n 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

   The following instructions are based on sending the message at the end of the day.

   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: Today

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

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