These examples show how to set up common automatic reminder rules in Provet. For instructions on how to create a reminder rule, see Create and Manage Automatic Patient Reminders.
Note
Reminders are available in all environments by going to Settings > Lists & Templates > Reminders. However, the images and some features shown in this article, such as Pause/Cancel conditions, may not yet be available in your environment.
Example:
In this example, a reminder is triggered for the next annual exam when the consultation invoice for a patient's annual exam is finalized. The reminder is sent 45 days before the annual exam due date. A pause condition is also set so that if the client books a new annual exam, the pending reminder is automatically paused.
Note
Vaccination schedules vary by region, clinic protocol, and individual patient circumstances. Review your clinic's protocols and consider any exceptions before setting up reminder rules.
When creating reminder rules for vaccination services, select the vaccination procedure item as the trigger item and not the medicine item. Using the medicine item triggers every reminder rule that has the same item selected, which generates multiple incorrect reminders.
Learn more about the recommended vaccine item setup
Example 1: Puppy Vaccination Reminders
A common vaccination schedule begins when puppies receive their first shot at approximately 8 weeks of age. This is typically handled by the breeder before the puppy moves to its new home, so a reminder for this initial dose is usually not needed.
The second vaccination generally occurs around 12 weeks of age, though this may vary by regional guidelines. This is often the point when the new owner first visits your clinic and the puppy receives its second vaccine.
At this visit, you want to trigger a reminder for the next booster, which is due when the dog is approximately one year old. As the puppy is around 3 months old at the 12-week visit and needs its next vaccination at 12 months, the interval is approximately 9 months (250 days). You can configure a reminder rule triggered by both the patient's age and the vaccination item.
Puppy first vaccination reminder rule:
Once the animal reaches one year of age, the schedule typically shifts to annual vaccinations. At this stage, set up a 12-month reminder rule to ensure the dog stays on schedule throughout its adult life.
Annual vaccination (>12 month) reminder rule:
Example 2: Rabies vaccination
A rabies vaccine can be valid for 1 year or 3 years. When a patient receives the 1-year vaccine,< a 1-year reminder is created. If the patient then comes in early — before the reminder has been sent — and receives the 3-year vaccine, the pending 1-year reminder needs to be canceled. There are several ways the system can handle this:
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Use the Automatically remove upcoming duplicate reminders setting: If both the 1-year and 3-year rules use the same reminder template, the Automatically remove upcoming duplicate reminders setting handles this automatically. When the 3-year reminder is created, the system identifies the pending 1-year reminder as a duplicate and removes it. You do not need to use the Overrides function in this case. This setting is found under Settings > General > Clinic location > Reminder.
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Use the Overrides function: If you use different reminder templates for the two rules (for example, 'Rabies 1-year reminder' and 'Rabies 3-year reminder'), the system does not recognize them as duplicates. In this case, add the 1-year rule in the Overrides field of the 3-year rule. The system then knows they are connected and cancels the pending 1-year reminder when the 3-year vaccine is administered.
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Using Pause/Cancel conditions: You can also add a pause or cancel condition to the reminder rule, for example based on the consultation reason. If the patient comes in for a rabies vaccination, the pending reminder is automatically paused or canceled.
3-Year Rabies Vaccine Rule overrides 1-year Rabies Vaccine Rule:
Example 1: 3 month supply of medication
In this example, a patient gets a 3-month supply (90 days) of medication, and you want to remind the client to give the medication once a month, two days before it is due each month.
When creating the reminder rule for the medicine item, set the Service due date to 90 days. As the medication should be given every 30 days, add three reminders to the rule and set the Reminder send time so that each reminder is sent 2 days before each 30-day interval:
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Reminder 1: Reminder send time: 62 days before service due date
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Reminder 2: Reminder send time: 32 days before service due date
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Reminder 3: Reminder send time: 2 days before service due date
Example 2: Recurring Medication Reminders, Parasite Prevention
Parasite prevention medication is typically given approximately every 30 days and is often sold in single, 3-pack, or 6-pack quantities. This example shows how to set up recurring reminders that automatically adjust based on the pack size purchased, using the Recur reminders toggle and the Overrides function.
A clinic may start by dispensing a single dose to confirm the animal tolerates the medication well before selling a larger pack. When the single dose is sold, the single-dose reminder rule is triggered. If a multi-pack is then sold before that reminder is sent, the multi-pack rule is triggered and overrides the pending single-dose reminder.
Note that multiple medicine items can be added to the same condition. For example, if your clinic sells several brands of parasite prevention medication, you can add all relevant items to a single rule so that the reminder is triggered regardless of which brand is dispensed.
Single-dose parasite prevention reminder rule example:
3-pack parasite prevention reminder rule example:
When the client purchases a 3-pack, the 3-pack rule is triggered and overrides the pending single-dose reminder. The client then receives a monthly reminder for 3 months. If you also sell a 6-pack, you can set up a similar rule with recur for set to 6 times.
Note
When setting up multiple reminder rules for the same medication, carefully consider all possible scenarios and which rules should override each other. There are many ways to configure this depending on your clinic's workflow.
For internal staff reminders, we recommend using Tasks. For more information, see Tasks Overview and Settings.
If you prefer to use patient reminders for internal staff notifications, you can do so by selecting the 'mail' send method. This creates a reminder that is visible to staff but is not sent to the client.
Example: Call Client Mail Reminder
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Create a reminder template with a title only, for example 'Call client after surgery'.
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Create a reminder rule using the 'mail' send method, set the Service due date to 1 day, and set the Reminder send time to 0 days before service due date.
The reminder appears on the Records > Reminders page. The due date is highlighted in orange when the call is due, and in red if the due date has passed.
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