Customize patient reminders based on the material resource or location of the patient's appointment. This feature gives much flexibility in customizing messages to different groups of people.
Compose your reminders
Here's how you get started!
Reminders based on location
Navigate to the Utilities.
Click Patient Reminder, then Reminder Composer.
Select Location Reminder as the Reminder Type.
Choose a location
Choose a Location from the drop-down menu to customize your reminder.
Customize reminder messages
The default text is displayed in the SMS, email, and voice call fields. Please update the messages as necessary.
Once your messages are set up, click Save.
Please log off and then back in for your changes to be applied.
Now, patients who have appointments linked to the selected location will receive the location reminder.
Reminders based on material resources
Navigate to the Utilities.
Click Patient Reminder, then Reminder Composer.
Select Material Resource Reminder as the Reminder Type.
Choose a location
Choose a Location from the drop-down menu to customize your reminder.
Choose a material resource
Now, select a material resource from the drop-down for reminder customization.
Customize reminder messages
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.
Please update the SMS, Email, and Voice Call messages as needed to customize the reminder notifications.
Once your messages are configured, switch the Enable material resource reminders toggle to ON.
Click Save.
Please log off and then back in for your changes to be applied.
Patients with appointments associated with the selected material resource will now receive the material resource reminder.
Important information
A voicemail will not be sent if the patient doesn't answer a voice reminder.
- When the Enable material resource reminders toggle is turned OFF, the patient reminders will be sent based on the location of the appointment.
- Anytime you want to turn off the material resource reminder, simply turn OFF the Enable material resource reminders toggle!
- Patient communication preferences must be set prior to booking an appointment for the patient, in order for a reminder to be sent for that patient's visit.
- When an appointment is rescheduled, you'll be prompted to choose whether to send a reminder for the rescheduled appointment if the patient is "opted-in" for reminders.
- Reminders must be enabled for each person resource. Navigate to the utility menu, click Company Setup, then Person Resources. Click on the intended person resource and select the Enable Reminders checkbox.
Reminders 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 patient’s 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 take effect in the next reminder cycle, as long as the changes are made before the backend reminder job runs.
To ensure patient reminders reflect the most recent updates, 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 the appointment (such as 12/12/2020), only changes made before 2:00 AM on 12/12/2020 will be applied to that day’s reminders.y.
Update reminders preferences
Updating Company Preferences for Reminders within the utilities section will override any previously established reminder preferences for 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 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.
Still need help? Contact us!
Have a great idea? Tell us about it!