Automatically send your patients SMS and email appointment reminders, bookings, cancellations and more.

Configure your Appointment Communications

1. Go to Configure - Automatic Appointment Messages.
2. The automatic appointment messages configuration setup has several tabs with the following options;
   • Confirm and cancel, contains your confirmation and cancellation setup.
   • Reminders, provides you with options for your pre-appointment reminders.
   • EasyPost Letter, configure your postal reminders with EasyPost.
   • Follow-ups, are post-appointment communications.
   • New patient, is for your welcome email communication.

Confirmations and Cancellations

The confirm and cancel contains the settings for your appointment confirmation and cancellation messaging options.

1. Your confirmation messages section includes,
   • Email template setup with a tick box to enable/disable along with the assigned template.
   • SMS template setup with a tick box to enable/disable along with the assigned template.
   • Tick or untick the box to enable/disable settings as required.
   • Selecting the template, followed by the Select a template option, provides you access to all your existing templates for the selected communication method. Select a new one to replace the currently assigned template.
2. Your cancellation messages section includes,
   • Email template setup with a tick box to enable/disable along with the assigned template.
   • SMS template setup with a tick box to enable/disable along with the assigned template.
   • Tick or untick the box to enable/disable settings as required.
   • Selecting the template, followed by the Select a template option, provides you access to all your existing templates for the selected communication method. Select a new one to replace the currently assigned template.
3. Configure your sending prompts using the sending settings.
   • If you wish to send all configured confirmation/cancellation messages automatically, tick the option to send messages automatically without prompting.
   • By default, your system is set to prompt before sending, which means a pop-up will appear when booking/cancelling an appointment for your team to decide whether the message is required.
   • The option prompt before sending has an additional setting 'default SMS as ticked on prompt', which sets your practice default to tick SMS confirmation/cancellations as standard, allowing your team to decide if it is required or not.
4. Select OK to save your changes.

Reminders

Patients will be sent an appointment reminder communication, informing them of their upcoming appointment closer to the time, as per your configuration.

EasyPost Letter

Configure your postal reminders with EasyPost, you can select the templates to be used and set EXACT to send to a pre-determined list of patients using patient lists.

Follow-ups

This gives you the ability to contact patients after their appointment has been completed when requesting feedback, booking further appointments or simply thanking them.

New Patient Email

This is typically a welcome email, used as the initial email contact with a new patient. It can include useful information such as surgery hours, road map and available parking and will be sent at the point of saving a new patient record.

Select a template for automatically sending an email to each new patient.

Additional Information

• Personal calendar or iCal appointment reminders are automatically added to all email appointment reminders, this will add an option to the recipient's reminder email where they can add it to their device's calendar within a couple of taps.
• When using Patient Portal, forms will be available upon the first appointment reminder being sent, this excludes any Patient Portal form links sent in any confirmation messages.