Notifications such as SMS's or emails can either be generated when any Appointment is created or booked or they can be configured to be generated for specific Treatments.
Automations can be configured to first check on a certain condition before sending. For Example: If the Patient has 'X' Tag > Then send this message
Examples
Appointment Confirmation Reminder text/email - 5 days before the appointment
If Patient has 'Google Review' Tag > Send Google Review link 2 hours after appointment.
Send Post Op. care instructions for Extraction Treatment
To Set Up Automated Notifications:
For all Appointments
In the main menu click Settings then find the Brands heading.
Find Automation Configurations.
Remember these notifications will be associated with ALL appointments
Click Add Automated Notification
For Specific Treatments
Treatment Specific Automations are set up from within the Treatment itself.
Navigate to Settings > (Brand) Treatments
Find the Treatment you want to add a notification to and click on it to open.
Find the Automated Email & SMS Notifications section and click to expand.
Click Create Notification:
Automation Timing
Enter the Name of this Automation e.g. "2-Day Confirmation SMS" or "Medical History Link".
Choose which Practices to apply this automation to (if a multi-practice workspace).
Choose whether this Automation is sent Based on a Schedule or if it is sent
Immediately. IMPORTANT: Automations marked Immediately will be sent as soon as an appointment is created or booked.If Based on a Schedule is selected, choose the timing of this notification. Notifications can be set to send either before or after the appointment is carried out.
If you would like the message to be sent at a particular time of day, enter the time here. For example, in the image below, we have set the notification to go out 2 days before the appointment at 12pm:
If this section is left blank the notification will be sent on the selected day at the same time as the appointment booking.
Automation Conditions
Notifications can be configured so that they first check on a specific Condition before sending. For example: you may want a text message requesting a Google Review to only go out to select patients. In this example we can use the "Patient Has Tag" condition and select "Google Review" as the Tag.
Any appointment that doesn't meet the conditions of this Automation will be skipped and wont receive the notification.
Automations can also have more than one Condition applied to them. In this example the Automation will only be sent to patients who have been tagged with the "Google Review" Tag and have a 'Confirmed' appointment.
Automated Action
Once the timing and conditions of the notification have been set, we need to then create the content of the message. The template of your message can utilise variables which will auto-fill relevant details when sent.
Select either Email or SMS as the format of your notification.
Write a subject for your notification (Email only)
Toggle Template Variables if you would like to create two or more versions of this notification which will be sent to patients depending on whether they meet a condition. See Template Variants below.
Create your notification Template here utilising variables.
Click here to see which variables can be used in your template.
Click Preview to view how the message will appear to your patients with variables filled.
Template Variants
There may be occasions where you would like a different version of a message to go out depending on a certain condition. In the example below we have a "Thanks for Visiting" email which will send the Default Template to each patient Unless they have been Tagged with the "Google Review" tag, in which case they get a similar message with a link to leave a Google review.
Once you have created the Automation, click Save and head back to the Automation Configuration Page to enable it using the menu icon on each Automation:
Edit, Enable, or Delete Your Notification
Automations can be Edited, Enabled, and Disabled from the Automation Configuration page. Please be aware that when enabling an Automation configured to send 'Immediately'; it will be added to every existing appointment in the future (as long as any conditions are met) and send out the notification straight away. Then any new appointments created after that point will get the notification at the time of creation.