Appointment Reminders Campaign Setup Guide

Accessing Appointment Confirmation Settings

You can access the Appointment Confirmation Settings in two ways:

1. From the Revenue IQ Page: Select Follow-up Campaigns from the left-hand menu.

2. From the Top Menu: Click the person icon at the top right of the page and choose Campaigns.

Once you are on the Follow-up Campaigns page, select Appointment Reminders Campaign from the General Panel.

Step 1: Setting the Reminder Timing

It's important to configure the Reminder Timing to ensure patients receive reminder messages at appropriate times. You can set the time frame during which reminders should be sent. 

For example, reminders can be scheduled to go out between 8 a.m. and 7 p.m. local time. This prevents patients from receiving notifications late at night or too early in the morning.

Step 2: Configuring Exclusions

The Exclusions section allows you to fine-tune who receives reminders:

• Exclude by Keywords: If an appointment title contains a specific keyword (e.g., "Consultation" or "Follow-up"), you can exclude those patients from receiving reminders.
• Exclude by Chair: You can also exclude patients who are booked in specific chairs within your practice.
• Exclude by Normal Working Schedule: Ensure that reminders are sent only during normal working hours or specify if they should include after-hours appointments as well.

Step 3: Managing Appointment Reminders

In the main panel, you can manage up to seven different reminder messages:

1. Activation: Toggle the Active switch to enable or disable each reminder message.
2. Template Editing: Both Email and SMS templates can be customized for each reminder.
3. Save the Date: This reminder can be configured to go out to new appointments or both new and rescheduled appointments. Please note that you can now choose to send this message up to 1 day before the patient's appointment. 
4. Unconfirmed Appointments: All other reminders can be filtered to send only to unconfirmed appointments or to all appointments.
5. Day Before Reminders: Customize these reminders to go out a set number of days before the appointment.
6. Same Day Reminders: These reminders can be set by the hour, with a minimum of 2 hours before the appointment. Note that the reminder timing settings will affect when these reminders are sent. For example, if a patient’s appointment is at 10 a.m. and reminders start at 9 a.m., a 2-hour same-day reminder will not be sent. These reminders can also be sent to just confirmed appointments. 

Information on editing messages can be found here. 

Step 4: Configuring Special Settings

In the Special Settings section, you have several options:

1. Appointment Time Adjustment: You can notify patients with specific tags that their appointment is 10–30 minutes before the actual scheduled time. Select the relevant tags for this feature.
2. Pre-Med Messages: If you have patients who need to be pre-medicated, you can send a pre-med message. Select the Pre-med or Pre-medicate tag and customize the message. Additional information can be found here. 
3. Family Messaging: Enable family messaging to ensure that a responsible party (guarantor) receives all reminders instead of the individual patient. Additional information can be found here. 
4. Confirmation and Callback Notifications: You can send preset messages to patients who confirm their appointments or request callbacks via SMS. These messages are not editable but can be toggled on or off.
5. Appointment Times: If the patient has multiple appointments within the same day, you can select to show all appointment times or only the first appointment time of the day.