Define/Change Reminder Rules

Location: Admin

 

You need Admin privileges to complete this function.

 

Up to 3 reminders can be sent for each appointment. Email and phone reminders must use scripts to format the message. Go to the Scripts tab to select/define your own scripts.

 

To define/change your reminder rules:

1.Click MENU > Admin > Reminders.

2.Practice Timezone - select your timezone.

3.Method and When - decide how many reminders to send for each appointment (1, 2 , or 3). For each reminder instance:

•Select the reminder method (Email, Telephone-home, Telephone-cell, or Text Message).

•Select how much time before the appointment to send the reminder (2 hrs, 4 hrs, 24 hrs, 48 hrs, 1 week).

•When ready to turn on the reminder, check the check box.

•To turn off a reminder, uncheck the check box.

4.Send reminders after confirmation is received - check to continue sending reminders after the patient has confirmed.

5.Blackout Times - Define blackout times when reminders should not be sent. Any reminders scheduled during these times will be sent prior to the blackout time.

•Blackout weekends - check to not sent reminders on the weekend.

•Nightly blackout start time - select the start time for nighttime blackout (default is 7pm).

•Morning blackout end time - select the end time for the nighttime blackout (default is 7am).

6.Appointment Contact Telephone No - enter the number that patients should call if they have questions about their appointment.

7.Allow patients to cancel an appointment from the reminder - by default patients can cancel an appointment from the reminder; uncheck to not allow patients to cancel in this manner. 

8.Allow patients to call the office from the reminder - by default patients receiving voice reminders have the option to Press 3 to call the office; uncheck to remove that feature from the reminder.

9.Filter out multiple reminders for patients within specified time frame - check to send only one reminder when there are multiple appointments within a specified time period (e.g. same day) instead of sending a reminder for each, then select the time frame.

10.Human Voice - for human voice phone reminders select the language/gender.

11.Click Save.

 

 

If a patient has specified a reminder communication preference (e.g. text) but the contact information is missing (e.g. cell phone) the reminder will be sent by an alternate method. If you prefer to not send reminders when the patient's preference can't be honored, contact us at support@updox.com to have your configuration changed.