Enable personalized patient reminders by tailoring messages according to the type of material resource or the specific location of a patient’s appointment. This feature provides extensive flexibility, allowing you to create highly targeted communications that cater to the unique needs of different patient groups. By customizing reminders in this way, practices can improve patient engagement, reduce missed appointments, and ensure that patients receive relevant information specific to their visit type or location.

Company preferences

Configure Company Preferences for sending appointment reminders. These settings apply at the company level, but reminders are ultimately sent based on each patient’s authorized communication methods and communication restrictions.

For example, if SMS is enabled at the company level but a patient has not authorized SMS communication, the appointment reminder will not be sent to that patient.

Click Utilities.

Click Patient Reminder, then Company Preferences.

System defaults will be selected for each preference.

Update any preference if required

Preferred Phone Types – Select which phone number type (such as mobile, home, or work) should be used when sending appointment reminders. This helps ensure reminders are delivered to the patient’s preferred contact number.
Mode of Communication – Choose how appointment reminders are sent, such as email, text message, or phone call, based on the practice’s and patients’ communication preferences.
Reply-To Email – Allows you to set the email address that receives replies to appointment reminder emails. By default, reminders are sent from noreplies@rxnt.com, but you may enter a different reply-to email if desired.
Prior Days to Send Reminder – Specify how many days before the scheduled appointment the reminder should be sent to the patient.
Preferred Time to Send Reminder – Select the time of day when appointment reminders will be sent to patients.
Allow Saturday Communication – Determine whether appointment reminders and communications can be sent on Saturdays.
Allow Sunday Communication – Determine whether appointment reminders and communications can be sent on Sundays.

Click Save to save the preferences. Then log off and then back in for your changes to be applied.

Any updates to your preferences will be applied during the next reminder cycle, provided the changes are made before the backend reminder job runs. To ensure patient reminders reflect the most up-to-date settings, all changes must be completed before 2:00 AM on the day the reminders are scheduled to send. For example, if a reminder is scheduled to be sent on the day of an appointment (such as 12/12/2020), only changes made before 2:00 AM on 12/12/2020 will be reflected in that day’s reminders.

Update company preferences

Updating the Company Preferences for reminders within the Utilities section will only apply to new appointments. It will deactivate any previously configured reminder settings for all existing appointments.

To apply the updated preference settings and reactivate all previously scheduled appointments, complete the following steps:

Click Transfer Appointments from the Appointment tab.

Enter the dates in the Date From and Date To fields.

The system allows up to 500 appointments to be transferred at one time. After selecting a date range and clicking Find, review the total number of appointments returned. If the count exceeds 500, narrow the date range and run the search again. Repeat this process until 500 or fewer appointments are returned, at which point the transfer can be completed successfully.

The Provider field must be left blank.

Choose the Location from the drop-down menu.

The Appointment Status field must be left blank.

Click Find.

Choose the same location for the Transfer Location from the drop-down menu.

The Transfer Date, Transfer Provider, and Transfer Status fields should be left blank.

Click Transfer.

Reminder composer

Reminder Composer allows you to create and customize patient reminder messages based on either appointment location or material resources, giving you greater control over how and when patients are notified. By tailoring reminders to specific locations or resources, you can deliver more relevant and accurate information, ensuring patients receive messages that align with the details of their appointment.

Navigate to the Utilities.

Click Patient Reminder, then Reminder Composer.

Reminder location

Use a Location Reminder type when you want to send appointment reminders that are specific to a particular office, branch, or facility. This is especially helpful if your organization has multiple locations and each may have different instructions, arrival times, or contact details.

Choose Location Reminder from the Reminder Type dropdown menu.

Select a location from the Location drop-down menu to customize the reminder message.

The system automatically populates default text in the SMS, email, and voice call fields, which you can edit as needed to better suit your communication preferences. For example, you might update the default SMS message to say, “This is a reminder of your appointment at our Downtown Clinic on March 15 at 10:00 AM. Please arrive 15 minutes early.”

After configuring your messages, click Save to apply the changes. Then, log out and log back in to ensure the updates take effect. Once completed, patients with appointments at the selected location will start receiving the customized location reminders.

Material resource reminder

Use a Material Resource Reminder type when you need to notify staff or patients about appointments that involve specific equipment, rooms, or other resources that must be prepared in advance. This is ideal for situations where resources are limited, shared, or critical to the appointment.

Choose Material Resource Reminder from the Reminder Type drop-down menu.

Select a location from the Location drop-down menu to customize the reminder message.

Next, choose a material resource from the Material Resource drop-down menu to customize the reminder.

Once you select the material resource, default text will automatically populate in the SMS, email, and voice call fields. The Enable material resource reminder option will display an "X" to indicate whether it is toggled on or off, with a checkmark showing when the feature is active.

Once your messages are configured, switch the Enable material resource reminders toggle to ON.

After configuring your messages, click Save to apply the changes. Then, log out and log back in to ensure the updates take effect. Once completed, patients with appointments associated with the selected material resource will now receive the material resource reminder.

Important information

Voicemail Limitation: A voicemail will not be left if the patient does not answer a voice reminder.
Fallback to Location Reminders: When the Enable Material Resource Reminders toggle is turned OFF, patient reminders will default to being sent based on the location of the appointment. You can easily disable material resource reminders at any time by switching this toggle OFF.
Patient Communication Preferences: To ensure reminders are sent, patient communication preferences must be set before booking the appointment.
Rescheduled Appointments: If an appointment is rescheduled, the system will prompt you to decide whether to send a reminder for the new appointment date, provided the patient is opted in for reminders.
Enabling Reminders for Person Resources: Reminders must be enabled for each person resource individually. To do this, navigate to the Utilities menu, click Company Setup, then Person Resources. Select the intended person resource and check the Enable Reminders box.

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Patient Reminders