11. Appointment Reminders

ACCESSING APPOINTMENT REMINDERS

Appointment Reminders can be accessed by selecting the “Appointment Reminders” header located at the top of the Avaros webpage.

APPOINTMENT REMINDER SETTINGS

Appointment Reminders are configured on a provider-by-provider basis. To configure settings for Appointment Reminders, select the provider from the drop-down box to display default and patient settings.

Default settings include when to automatically send reminders, whether an SMS or Email reminder is sent, and the text contents of Appointment Reminder messages.

Patient settings include patient demographics, contact information, and patient-specific contact options. Patient demographics are imported from the patient’s profile.

(Please note that patient settings for Email and SMS override the Default Settings. Example: SMS reminders are enabled on the Default Settings, but disabled on the Patient Settings. SMS reminders will *NOT* be sent to the selected patient.)

SELECTING WHICH APPOINTMENTS GET REMINDERS

To set which Appointment Statuses will receive appointment reminders, click on the gear icon in the top right corner of the main Appointment Reminders view.

Then, click on the Appointment Status tab. Here you'll be presented with a list of all Appointment Statuses used by the clinic. Select which ones you want to enable to receive Appointment Reminders, by clicking the "Enable Reminder" toggle beside each status. After finishing, click the "X" icon in the top right corner to return to the main Appointment Reminders view. All changes are saved automatically.

APPOINTMENT REMINDER MESSAGES

Messages for Appointment Reminders are divided into three categories: Reminder Message, Confirmed Message, and Cancelled Message. Each message type is can be customized using the text box and Avaros’ built-in variables. Using the variables provided, message content is personalized for each appointment. For a list of available variables, hover over the text box and select the “+” icon that appears.

Reminder Message Example:

When you are finished, select “UPDATE” to save your changes.

SENDING APPOINTMENT REMINDERS

Once an appointment has been created, a reminder will be sent automatically based on the configured settings or can be sent manually from the Calendar page. To manually send an Appointment Reminder, hover the mouse cursor over the patient’s appointment on the Avaros Calendar page. On the pop-up block, you can select “Send Email Reminder” or “Send SMS Reminder” to send the selected reminder type.

Appointment Reminders can also be sent using the dropdown box located on the Appointment Reminders page under Patient Settings.

CONFIRMING OR CANCELLING AN APPOINTMENT

Once an appointment reminder has been sent to the patient, they will have the option to confirm or cancel by responding to the reminder message.

SMS Example:

Email Example:

Appointment confirmation status will update on the Calendar.

Please note that appointment cancellations with less than 24 hours notice require calling the provider.