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[Navigation] Global Search > Options Form > Appointment Reminder
[Accordion] Overview
The Appointment Reminders feature allows your clinic to send automated reminders to patients about upcoming scheduled events by phone call or SMS. It allows administrators to configure the information patients hear or see when reminders are sent. Administrators can also use the Appointment Reminder Configuration form to test reminder Calls and SMS reminders before activating automated reminders. Live Mode can be enabled by the ClinicTracker team once the configuration has been reviewed and is ready for use.
This feature has valuable integrations with the Patient Portal, allowing patients to confirm or cancel appointments on the Patient Portal and to set their reminder preferences. The Schedule integrates with Appointment Reminders, so you can easily identify if the patient has confirmed or canceled, and it also allows you to manually generate Appointment Reminders.
[Permissions] The staff member must have Administrative Privileges to configure Appointment Reminder settings. [Staff > Staff Info > System Permissions > User Has Administrative Privileges]
[Accordion] Getting Started
Use the Appointment Reminder Configuration form to configure how and when automated Appointment Reminders are sent to patients.
[Note] The Appointment Reminders feature is a separately licensed feature. If it was not included in your Software License Agreement, please reach out to SupportDesk@ClinicTracker.com to inquire about adding it.
- Live Mode: Check this box to enable automated appointment reminders.
- Agency Name: Enter the name announced during reminder calls.
- Agency Phone Number: Enter the phone number announced during the reminder call.
- Unique ID: Enter the ID provided by ClinicTracker. Do not change this value unless instructed.
- Number of Redials: Enter the number of times to redial if the call fails.
- Number of Resends: Enter the number of times to retry failed calls after the job is completed.
- Resend Intervals: Select how long to wait before resending failed calls.
- Caller ID: Enter the phone number displayed on the patient's caller ID.
- Reminder Start Time: Set the time when reminders will begin being placed.
- Reminder End Time: Set the time when reminders should not be placed after.
- Delay Between Reminders: Enter the number of seconds to wait between reminder calls.
- Days Ahead to Send: Enter the number of days before the appointment to send reminders.
- Portal Confirmation Days: Enter the number of days before an appointment that patients can confirm through the Patient Portal.
- Testing Phone Number: Enter the phone number to which all reminders will be routed for testing.
- Username: Will be entered by the ClinicTracker team and should not be changed.
- Password: Will be entered by the ClinicTracker team and should be changed.
- Default Reminder Type: Select the default reminder type (Call, SMS, or Call + SMS).
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Allowable Reminder Types: Select the reminder types available to assign to patients.
[Note] Setting a Default Reminder Type is not retroactive. For example, if your initial Default Reminder Type is Call + SMS, and you change it to SMS, that will not change the Appointment Reminder Preference for patients created to that point to SMS, it will only set SMS as the Appointment Reminder Preference for any new Demographic records created going forward. If you find that you need to make a change such as this, please reach out to SupportDesk@ClinicTracker.com and our team will help you navigate the changes.
- SMS Short Code: Displays the SMS short code configured for your clinic. This field is read-only.
- Pending Report Gap Time: Enter the minimum number of seconds between calls to Pending Reports.
- Pending Report On Each Send: Check this box to generate a pending report on each BLI send.
- Pending Report On Each Send Async: Check this box to generate a pending report on each BLI send asynchronously (non-blocking).
- Call Completed Report Recursively: Check this box to recursively generate a pending report after Pending Report On Each Send.
- Send BLI Call To Server Async: Check this box to generate call orders asynchronously (non-blocking).
- Store Logging Information: Check this box to store logging information.
- Notify Linked Staff Of Cancellation: Check this box to notify linked staff when an scheduled event is canceled.
- Default New Patients To No-Call List: Check this box to default newly created Demographic records to the No-Call List.
- Call Script: Displays the script used for automated reminder calls. This field is read-only.
- Available SMS Fields: Displays the fields available to use when configuring SMS reminder messages.
- SMS Script: Enter the message to be sent to patients as an SMS reminder. The initial 148 characters, then every additional 160, will be billed as a separate reminder.
- Use [[img:call>>lbl:Send Sample Call]], [[img:sms>>lbl:Send Sample SMS]], [[img:save>>lbl:Save]] and [[img:close>>lbl:Cancel>>bg:gray]] buttons to test the reminder setup, verify SMS messages, save your configuration, or discard your changes.
[Accordion] FAQs
[Q] How do I set the content for SMS reminders?
[A] The SMS Script text box is where you can add the content for your SMS reminders. It also allows you to use system variables to pull information from ClinicTracker into the reminders.
[Q] How do I tell the system when to send Appointment Reminders?
[A] The Days Ahead to Send field will determine what date to send the reminder in relation to the date of the scheduled event and the Reminder Start and End time fields will let you set the window for when your reminders should be placed.
[Q] Why aren't linked staff being notified when a scheduled event is cancelled?
[A] Make sure Notify Linked Staff Of Cancellation checkbox is checked in the Appointment Reminder Configuration form. This setting controls whether linked staff receive notifications when a scheduled event is cancelled.
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