How to setup Incoming SMS Automation
Clinicea allows your clinic to send appointment reminders to your patients at your preferred choices. This can be done by SMS and email. In addition to this, a new feature has been added using which you can give your patients an option to confirm, cancel or ask for a callback after they receive a reminder. You can easily set this feature up with the help of Clinicea by following the steps below-
1. Go to Tools | Organization | Select the name of your Organization from the list. The Organization Details window will open. Scroll down to the bottom and under Preferences, click on CallBox.
2. The Callbox Settings window will open. On the right side of the screen, you will find the options to set up SMS preferences.
To Confirm the Appointment the Patient should reply back with: To allow the patient to confirm the appointment through SMS, enter the keywords that the patients need to reply with, in the bar below this option. Example, CF.
To Cancel the Appointment the Patient should reply back with: To allow the patient to cancel the appointment through SMS, enter the keywords that the patients need to reply with, in the bar below this option*.** Example, CC.
To Request a CallBack the Patient should reply back with: To allow the patient to request a callback through SMS, enter the keywords that the patients need to reply with, in the bar below this option. Example, CB.
Thus, when the patient replies with an SMS, the Scheduled status of the patient’s appointment on the calendar automatically changes to Confirmed or Cancelled based on the patient’s SMS. Similarly, if a patient replies with an option to Request a Callback, it is automatically added to the Calls to be Made list in the Call History window of Callbox.
3. All staff member who are authorized to view the Inbox will receive an Email and a Desktop notification whenever a new SMS comes in.
This is how the notification will look like once a patient replies to a text message sent. Click on the notification box and you will be able to see the message sent.
4. You can now either text a reply to the patient or call directly. You can also set a follow up for the patient if required.
1. Go to Tools | Organization | Select the name of your Organization from the list. The Organization Details window will open. Scroll down to the bottom and under Preferences, click on CallBox.
2. The Callbox Settings window will open. On the right side of the screen, you will find the options to set up SMS preferences.
To Confirm the Appointment the Patient should reply back with: To allow the patient to confirm the appointment through SMS, enter the keywords that the patients need to reply with, in the bar below this option. Example, CF.
To Cancel the Appointment the Patient should reply back with: To allow the patient to cancel the appointment through SMS, enter the keywords that the patients need to reply with, in the bar below this option*.** Example, CC.
To Request a CallBack the Patient should reply back with: To allow the patient to request a callback through SMS, enter the keywords that the patients need to reply with, in the bar below this option. Example, CB.
Thus, when the patient replies with an SMS, the Scheduled status of the patient’s appointment on the calendar automatically changes to Confirmed or Cancelled based on the patient’s SMS. Similarly, if a patient replies with an option to Request a Callback, it is automatically added to the Calls to be Made list in the Call History window of Callbox.
3. All staff member who are authorized to view the Inbox will receive an Email and a Desktop notification whenever a new SMS comes in.
This is how the notification will look like once a patient replies to a text message sent. Click on the notification box and you will be able to see the message sent.
4. You can now either text a reply to the patient or call directly. You can also set a follow up for the patient if required.
Updated on: 05/06/2023
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