How to use 1 week appointment reminder (Automated Marketing)

Overview

Automated appointment reminder is a useful feature to send friendly reminders to your patients about their upcoming appointments. Unlike the automatic appointment confirmation SMS, which confirms the appointment in the system when a patient replies “Yes or Y,” the reminder SMS is primarily meant to remind patients, not to confirm their attendance.

Steps

1. Click Marketing and go to Campaigns.

2. Select Create Campaign. 

3. Select 1 Week Appointment Reminder.

4. You can either choose Customise This Campaign to set specific filters or go straight to Review & Create campaign to skip the first part.

Customise the Campaign

Setting up the Campaign Details

1. Select the Interval. (Number of days before the patient's appointment)

   

2. Filters can be set based on specific service/appointment reasons. Otherwise, leave it to No and it will be applied for all services.

   

3. Set the Location to Yes or leave it as No to target all locations.

4.  Appointment status can be filtered out as well. If you do not want the reminders to be sent out to patients who cancelled the appointment, please set the option to Yes and add the filter for Tentative/Confirmed or both.

5.  Set Yes for Appointment Attendance if you want to target patients based on their attendance; otherwise, leave this field empty to include all attendance types.

 - Pending can be selected under Appointment Attendance to send reminders only to patients with pending appointments. If this field is left blank, SMS reminders will be sent regardless of whether the appointment is marked as Cancelled, UTA, or FTA.

6.  Reminders can be set to target new patients only, or you may leave this as No to target all patients. Afterwards, click Continue to Recipients.

Campaign Recipients

1. Reminders can be filtered out based on patient criteria. You have the option to Exclude/Include patients based on Health fund, Fee level, Category, or Age. 
    

2.  After setting up the patient criteria, you may now click on Review Campaign to proceed to the 2nd part.

Reviewing the Campaign

Steps

1. Campaign name can be changed under the Campaign details and Description can also be added. 

2.  The Message Content section is where the message can be set up. You may also click on 'Apply Template' to choose a preferred template if you have already created one.

3.  The Message Schedule section is where the schedule can be setup including the time and timezone. Afterwards, hit on Create Campaign.

Campaign settings can be modified under the tabs of campaign options. 

If you have any questions, please click the yellow Help button at the bottom left and chat with us. We are more than happy to help!