🎞️ View video tutorial: Patient appointment communications
All appointment types have an automated reminder set up by default. This reminder is sent to patients 1 day before their appointment.
You can edit this default reminder or add more reminders that send before or after the specific appointment type.
For each appointment type, you can:
Add an additional custom message for that specific appointment type's reminder. This appears under Additional Comments.
📌 Note: You can also customise the message text of the reminder. Refer to Customizing notification templates).
Customise when the reminders sends (before or after the appointment).
Add Qnaires to pre and post-visit reminders.
📌 Note: You can add or modify reminders for individual booked appointments. Refer to Managing appointment reminders for a single appointment).
The system only sends pre-visit reminders if the appointment status is Confirmed, Booked, Rescheduled, or Action Required. For post-visit reminders, it only sends if the appointment status is Note signed.
Steps
1. From the main menu, click Settings > Scheduling > Appointment Type.
2. Click the appointment type to edit it. For more information, refer to Creating and modifying appointment types. The Edit Appointment Type window appears.
3. Click the Reminder tab. A list of the appointment type's current reminders displays.
💡 Tip: If a patient has multiple appointments on the same day, you can prevent sending multiple confirmations at once by disabling the default appointment notification for desired appointment types. To do so, clear the Send appointment confirmation notification checkbox. This applies to the default appointment notifications that appear in the Confirm Notifications window when you book or cancel an appointment. It doesn’t apply to the reminders you’ve configured for your appointment types.
4. Perform one of the following actions:
To edit a reminder, click the gear icon. The Edit Reminder window opens.
To add a new reminder (for example, if you want a second reminder to go out a a few hours before the appointment), click New Reminder. The New Reminder window opens.
5. Use the following table to customize the appointment reminder.
Field | Description |
Name | Type a reminder name that differentiates it from other reminders for this appointment type.
If you have French enabled in your CHR, you can include both an English and French name. In Settings, the appointment reminder name appears in the language you are using in the CHR.
📌 Note: The name is not visible to patients. |
Message | To add a custom message to the reminder notification (for example, prep instructions), type the message here. This message appears in the Additional Comments area of the email or sms message.  If you have French enabled in your CHR, you can write the reminder message in both French and English. Patients receive this message in their primary or secondary language or, if none is set, your account language. |
Qnaire | To add Qnaire(s) to the reminder, click No Qnaire Selected. Search for and select Qnaires from the list. |
When | From the list, select when the reminder must be sent (relative to the appointment). For example, 1 day prior. |
Time | Select the time of day the reminder must be sent. |
6. To customize the main reminder message text, navigate to the Notifications settings, select the Appointment Type, and then modify the Appointment Reminder message(s). See Customizing appointment notifications for patients.
7. Click Save.
Updated October 3, 2024