How to set Appointment Reminders
Appointment Reminders can be set up and sent via SMS or Email to Patients automatically from Clinicea. To set Appointment Reminders:
1. Go to Tools | Organization and click on organization name to open.
2. A new Organization Details window will open, scroll to the bottom of the page.
3. Go to Preferences | Communication and click to open.
4. There are various kinds of appointment reminders you can set up. Â Here are the details:
a. 1st Appointment Reminder: This is sent when a new appointment is made or when an existing appointment is changed and can be enabled by switching on each option.
Send SMS to Patient When Appointment is made or changed– If this option is selected, once a new appointment is made the Patient will receive an SMS immediately. Also, if the Appointment Details are changed, the Patient will receive an SMS with the updated information about the Appointment.
Send SMS to Practitioner When Appointment is made or changed– Same as above, except that the reminder goes to the Doctor instead of the Patient.
Send email to Customer when Appointment is made or changed– If this option is selected, once a new appointment is made the Patient will receive an email immediately. Also, if the Appointment Details are changed, the patient will receive an email with the updated information about the Appointment.
Send email to Practitioner when Appointment is made or changed– Same as above, except that the reminder goes to the doctor instead of the Patient.
Send SMS to Patient When Appointment is Cancelled– If this option is selected, the Patient will automatically receive an SMS when an Appointment is cancelled.
Send SMS to Patient When Appointment is No Show– If this option is selected, the Patient will automatically receive an SMS when the Patient does not turn up for a scheduled appointment.
b. 2nd Appointment Reminder: This is a repeat reminder to Patients regarding their next appointment.
When Left Blank with only the Time showing– an Appointment Reminder will be sent automatically 24 hours before the scheduled appointment.
On the Day of Appointment– if this option is selected and a time set, the Appointment Reminder will be sent out at the set time, on the day of the scheduled appointment.
1 day before the Appointment– this option sends an SMS 1 day before the scheduled appointment, a specific time can also be set.
2 days before the Appointment– this option sends out the Appointment Reminder 2 days in advance of the scheduled appointment, here also, a specific time can be set.
c. 3rd Appointment Reminder: This is a repeat reminder to Patients regarding their appointment and is sent on the day of the appointment at the time you put in here.
To set up the appointment reminders do as follows-
Go to Tools | Communications under preferences. A new Communication Settings window will open | Set Appointment Reminders by selecting or filling in relevant fields | click Save.
5. You will be automatically directed to the Organization Details window, now click on Save.
Appointment Reminders have been set.
 6. Once the Appointment Reminders have been set, making or changing an Appointment will send out reminders instantly.
1. Go to Tools | Organization and click on organization name to open.
2. A new Organization Details window will open, scroll to the bottom of the page.
3. Go to Preferences | Communication and click to open.
4. There are various kinds of appointment reminders you can set up. Â Here are the details:
a. 1st Appointment Reminder: This is sent when a new appointment is made or when an existing appointment is changed and can be enabled by switching on each option.
Send SMS to Patient When Appointment is made or changed– If this option is selected, once a new appointment is made the Patient will receive an SMS immediately. Also, if the Appointment Details are changed, the Patient will receive an SMS with the updated information about the Appointment.
Send SMS to Practitioner When Appointment is made or changed– Same as above, except that the reminder goes to the Doctor instead of the Patient.
Send email to Customer when Appointment is made or changed– If this option is selected, once a new appointment is made the Patient will receive an email immediately. Also, if the Appointment Details are changed, the patient will receive an email with the updated information about the Appointment.
Send email to Practitioner when Appointment is made or changed– Same as above, except that the reminder goes to the doctor instead of the Patient.
Send SMS to Patient When Appointment is Cancelled– If this option is selected, the Patient will automatically receive an SMS when an Appointment is cancelled.
Send SMS to Patient When Appointment is No Show– If this option is selected, the Patient will automatically receive an SMS when the Patient does not turn up for a scheduled appointment.
b. 2nd Appointment Reminder: This is a repeat reminder to Patients regarding their next appointment.
When Left Blank with only the Time showing– an Appointment Reminder will be sent automatically 24 hours before the scheduled appointment.
On the Day of Appointment– if this option is selected and a time set, the Appointment Reminder will be sent out at the set time, on the day of the scheduled appointment.
1 day before the Appointment– this option sends an SMS 1 day before the scheduled appointment, a specific time can also be set.
2 days before the Appointment– this option sends out the Appointment Reminder 2 days in advance of the scheduled appointment, here also, a specific time can be set.
c. 3rd Appointment Reminder: This is a repeat reminder to Patients regarding their appointment and is sent on the day of the appointment at the time you put in here.
To set up the appointment reminders do as follows-
Go to Tools | Communications under preferences. A new Communication Settings window will open | Set Appointment Reminders by selecting or filling in relevant fields | click Save.
5. You will be automatically directed to the Organization Details window, now click on Save.
Appointment Reminders have been set.
 6. Once the Appointment Reminders have been set, making or changing an Appointment will send out reminders instantly.
Updated on: 07/06/2023
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