Guide to reminder settings

Who can do this?

  • All users and access levels: Can view and edit

  • Full Access: Can add new reminder setting levels

  • Users with a verified profile

  • SMS reminders require Halaxy credits

Reminder settings allow you to configure your reminder preferences (how and which reminders are sent) and reminder templates (the content of your reminders). By default, reminder settings are created for your practice group, but you can also create reminder settings for individual practitioners

Tip

Do your patients have different preferences for the reminders they receive? You can configure reminder settings for individual patients as well.

Edit your reminder preferences

Reminder preferences set which reminders you send, when to send them, and how you want to send them.

To edit your reminder preferences, follow the steps below.

  1. Click Settings > Reminders.

  2. Under the Preferences section, next to your practice group name, click Edit.

    Reminders-Setup-01.png
  3. In the Edit Reminder Preferences pop-up, configure your reminder preferences. For more details on these preferences and their functions, see a complete reference guide in this article.

  4. Click Save.

These reminder preferences are now applied for your practice group, except for practitioners with their own reminder settings.

Edit your reminder templates

Reminder templates set what your reminders say and all its contents.

To edit your reminder templates, follow the steps below.

  1. Click Settings > Reminders and expand the settings for the relevant group or practitioner.

  2. Under the Templates section, click the Icon-Edit.svg Edit icon for the reminder type you want to edit.

    Reminder-Templates-01.png
  3. With the reminder type selected in the left panel, edit your SMS and/or email content.

    Reminder-Templates-02.png
  4. Click Save.

For a more detailed guide on reminder templates, see this article on customising your reminder templates.

Add new reminder settings for an individual practitioner

  1. Click Settings > Reminders.

  2. In the top right, click Add New Level.

  3. Select the practitioner name you want to create new settings for.

  4. Click Save.

This practitioner now has their own reminder settings to configure separately from the group.

Guide to reminder preferences

Select the tabs below for a complete reference guide to all reminder preferences.

  • These are the main reminder types that you can choose to send to patients, whether by SMS or email. Some reminder types allow patients to send responses.

    Reminder Type

    Description

    New appointment*

    Notifies the patient when a new appointment is made and sends automatically when an appointment is created in your calendar. (Email is recommended.)

    Changed appointment*

    Notifies the patient when an appointment is changed. (Email is recommended.)

    Only sends if a new appointment reminder was previously sent.

    Pre-appointment***

    Notifies the patient at a pre-selected time before an appointment of their booking details. (SMS is recommended.)

    Two-way responses

    Allows patients to send a response to confirm or cancel the appointment. (SMS only – available only with pre-appointment reminders.)

    Waiting list invitation**

    Notifies the patient on the waiting list with an invitation for an available appointment time, and allows them to confirm or decline the invitation via two-way response. (SMS only.)

    *One-way reminder: no responses from patients
    **Two-way reminder: allows responses from patients
    ***Flexible: has option to be a one-way or two-way reminder

  • This setting gives the option to let your patients to manage their appointment schedules and set a limit on when they can make changes.

    Setting

    Description

    Cancellation and rescheduling by patients

    Allow patients to manage their appointments online. If enabled, insert the dynamic term [Appointment Link] in your reminders to provide a secure link for patients to cancel or reschedule.

    Minimum notice period

    The minimum amount of time before an appointment that patients are allowed to cancel or schedule their appointment online using the secure link.

  • If you have pre-appointment reminders enabled, these settings configure when pre-appointment reminders are sent.

    Setting

    Description

    SMS Schedule

    The number of days before the appointment the SMS reminder is sent,

    Email Schedule

    The number of days before the appointment the email reminder is sent.

    Which days should reminders be sent?

    The preference for which days to send your reminders.

    What time should reminders be sent?

    The preference for what time to send your reminders.

    Apply settings to appointments

    If ticked, these reminder settings will apply only to all future-dated appointments.

    If not ticked, these reminder settings will apply only to newly created future-dated appointments, not to future-dated appointments that have already been created.

    Apply settings to patients

    Patients without reminder preferences: these reminder settings will apply only to patients that do not have individual patient reminder settings.

    All patients: these reminder settings will apply to all patients and will override any individual patient reminder settings.

Change the sender for reminders

  • By default, email reminders are sent from “community@halaxy.com“. To change the sender address for email reminders, follow the steps below.

    1. Click Settings > Reminders.

    2. Under the Preferences section, next to Email Sender, click the Icon-Edit.svg Edit icon.

    3. For Reminder Emails, click the Icon-Plus.svg Expand icon. For Type, select the sender email to use for your email reminders.

      • Group default: Sends from community@halaxy.com.

      • Send from Halaxy: Sends from no-reply@halaxy.com. (Optional: You can enter a different reply-to address for patient responses to reminders.)

      • Practitioner contact email: Sends from the practitioner’s contact email address.

      • Specified email address: Sends from an email address you enter.

    4. Optional: You can send copies of reminder emails to additional specified recipients in the CC and BCC email address fields.

    5. Click Save.

    For more details on this, see this article: Set email sender preferences

  • By default, SMS reminders are sent from “Halaxy”. To change the sender name for SMS reminders:

Updated

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