Note that these settings and templates are used for patient reminders. For appointment reminder settings, see Appointment Confirmation and Reminder Settings.
To manage these settings, go to Settings > General > Clinic location > Reminder.
The following settings apply to both manual and automatic patient reminders. See also automatic reminder specific settings.
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Reminder default send method: This setting defines the default sending method for patient reminders. The sending method can be changed when creating a reminder manually or setting up automatic reminders.
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Send reminders daily at: This setting defines the time of day when patient reminders are sent to clients.
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Automatic reminder sending enabled: When this setting is selected, rule-based automatic reminders can be sent to clients.
You can combine reminders so that reminders from a specified period of time are sent to the client in one message instead of each one separately.
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Combine patient email reminders: When this setting is selected, multiple patient reminders are combined into a single email message to the client.
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Number of days to combine reminders for: This setting is available when the previous setting is selected. It defines the number of days from which reminders are combined into one email message. For example, if you set this setting to 30, the reminders scheduled for the next 30 days are combined into a single email message to the client.
Removing duplicate reminders is recommended when reminders are used as a patient care status tool. This way, when a patient's service is completed and a new automatic reminder is triggered, existing reminders for the service are automatically replaced by the new reminder with a new expiry date.
For example, if a patient comes in for an annual exam before the current reminder's expiry date, a new reminder with a new expiry date is triggered when the consultation is finalized. Using these settings, the existing reminder for an upcoming expiry date can then be removed. Also, if the existing reminder's expiry date has already passed, the expired reminder can be removed when a new reminder is triggered.
A reminder is considered a duplicate when it includes the same client, patient, and template.
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Automatically remove upcoming duplicate reminders: When this setting is selected, duplicate upcoming reminders are automatically removed when a new automatic reminder with a new expiry date is created. The following setting defines the timeframe from which duplicate reminders are removed from.
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Remove existing duplicate reminders that are due in: This setting is available when the previous setting is selected. It defines the number of days from which upcoming duplicate reminders are removed. For example, if you set this setting to 365, upcoming duplicate reminders due in the next 365 days are removed and replaced by the new reminder with a new expiry date.
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Also remove past duplicate reminders: This setting is available when the previous settings are used. When this setting is selected, overdue duplicate patient reminders are removed and replaced by the new reminder with the new expiry date.
Reminder templates define the message text sent to clients by email, SMS, or another method (such as post). The reminder templates are used for both automatic reminders and manually created reminders.. Once your templates are created, you can set up rules for automatic reminders .
Create a Reminder Template
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Go to Settings > Lists & Templates > Reminders.
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In the Reminder templates section, select Add.
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Enter a Title for the template. This title will appear as the name of the reminder on patient pages and as the title in the client messages. Make sure that the title is concise and informative enough to understand for both the client and the clinic staff. For example, 'Booster Vaccine' is not specific enough, whereas 'Rabies 1 year' and 'Rabies canine 1 year' are more informative.
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If your organisation includes several clinic locations, select the Clinic Location you want this template to be available for. If you select the empty option, all clinic locations can use the template.
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In the Email subject field, enter the subject line of the reminder email.
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In any text field, select + Insert placeholder text to automatically insert information into the message, such as the patient name or expiry date. For example: [[patient_name]] is due for an annual exam on [[expiry_date]]. You cannot create custom placeholders, select from the available list only.
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In the Service name field, enter the text to display as the header of the reminder email.
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In the Email banner image field, select Upload image to add a banner image to the top of the email. The image is displayed at a fixed size of 640×240 px. Maximum file size is 2 MB. This field is optional.
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In the Email body text field, enter the main body text of the reminder email. Use the formatting toolbar to apply text styles, lists, or tables as needed.
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To include CTA or call buttons in the email, turn on the Include CTA button and/or Include Call button toggles. For CTA buttons, enter a Button text and a Button web link. For call buttons, enter a Button text and a Phone number.
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In the SMS content section, enter the message text in the SMS text field.
Note
The maximum number of characters in one SMS message is 160. If the message contains more characters, you will be charged for two SMS messages. Note that the content that replaces a placeholder in the message (for example, the client's name) determines the number of characters, not the number of characters in the placeholder name. In other words, if the content includes more characters than the placeholder, this will increase the total number of characters in your message.
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In the Post content section, enter the message text in the Post text field. If sending email or SMS is not possible, you can use the post option as an internal reminder to contact the client by another method. To send a reminder letter by post, print the letter separately, for example from a Word or PDF patient form.
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When finished, select Create template.
Edit a Reminder Template
To edit an existing reminder template, select the pen button at the end of the row in the reminder template list. To update your changes to all current reminders that use the template, select the Update reminders using this template checkbox.
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