Note
The reminder rule creation interface described in this article may differ from what you see in your environment. You can still access all reminder rules by going to Settings > Lists & Templates > Reminders.
Automatic reminders are triggered and sent based on reminder rules. You can create reminder rules for examination services, vaccinations, blood work, various diagnostics, routine injections, or other professional services. The rule conditions automatically trigger a reminder for the next due service and send it to the client according to the defined sending schedule.
Make sure reminder rules are specific enough to be relevant to the service, but not so specific that the scenario never applies. Also make sure there are no overlapping or duplicate rules, as this may cause unnecessary confusion.
Note
Before creating automatic reminder rules, make sure that you have created the reminder templates that are needed for the reminder messages. The templates are used in the reminder rule settings.
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Go to Settings > Lists & Templates > Reminders > Automatic reminder creation rules section and select Add.
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Under Trigger workflow, select whether the reminder is created through consultations, counter sales, or both. You can also select patient creation if the reminder should be triggered when a new patient is created.
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Under Trigger event, select whether the reminder is created when an item defined in the rule conditions is added, or when the consultation or counter sale invoice is finalized.
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Select Next.
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Under Condition logic, select whether the reminder is created when every condition is met or when at least one condition is met. If no conditions are met, no reminder is created.
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Define at least one condition by filling in the following fields:
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Condition: item, patient species, patient age in months, consultation diagnosis, or amount of consultations on patient.
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Comparison: the operator depends on the selected condition.
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Value: for example, a vaccination item, or 'cat' as the patient species.
Example
Setting the condition to 'Item' 'In' 'Procedure: Exam, annual' sends a reminder to a client when their pet is due for an annual exam. See more rule examples.
To add more conditions, select + Add condition. To remove a condition, select the trash bin button at the end of the condition row.
Note
For vaccination items, link the vaccination procedure and not the medicine item. Each rule must include at least one condition.
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Optionally, to define conditions under which a pending reminder is automatically paused or permanently canceled, turn on the Pause/Cancel conditions toggle. Under Action type, select Pause condition to temporarily pause the reminder, or Pause and cancel condition to permanently cancel it. Define the following for each condition:
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Condition: consultation reason, consultation reason group, or item.
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Comparison: the operator depends on the selected condition.
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Value: the specific consultation reason, group, or item.
To add more pause or cancel conditions, select + Add condition. To remove a condition, select the trash bin button at the end of the condition row.
Note
Provet checks pause conditions when an appointment or consultation is created, or when an item is added to a consultation or invoice. Pause and cancel conditions are also checked when a consultation or invoice is finalized.
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Select Next.
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In Service due date, enter how many days after the trigger event the service is due.
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Under Reminder send method, select email, SMS, mail, or external.
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You can use the Mail option as an internal reminder to contact the client in some other way, for example, by phone. If you want to send a reminder letter by post, note that you need to print the letter separately, for example, from a Word or PDF patient form.
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If you use an integrated third-party service for sending reminders, select External.
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From the Reminder template drop-down list, select the template to use for the reminder message.
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In Reminder send time, select how many days before or after the service due date the reminder is sent.
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To add more reminders to the same rule, select + Add reminder. You can add up to 10 reminders per rule, each with its own send method, template, and send time.
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To set reminders to repeat automatically, turn on the Recur reminders toggle and configure the following:
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Recur frequency: select how often the reminders recur; Daily, Weekly, Monthly, or Yearly.
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Recur every: enter the number of days between each recurrence.
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Recur for: enter how many times the reminder should recur.
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Select Next.
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In Rule name, add a name for the reminder rule.
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Under Status, select if the rule should be Active or Inactive.
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From the Overrides drop-down list (optional), select any existing reminder rules that this rule should override when both rules apply. This prevents duplicate reminders from being sent to clients.
Example
A rabies vaccine can be valid for 1 year or 3 years. If a patient receives a 3-year vaccine and you use the same vaccination procedure item for both durations, the 3-year reminder rule overrides the 1-year rule. Add the 1-year rule in the Overrides field of the 3-year rule. See also Vaccine Reminders.
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Review all settings and select Create rule.
The rule is added for the currently active clinic location. To view all rules from all clinic locations, select the empty option from the Clinic location list at the top of the List & templates > Reminders section.
To edit or delete an automatic reminder rule, select the pen or trash bin button at the end of the rule row.
See examples of reminder email and SMS messages that a client would receive.
Updated
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