Setting Up Appointment Reminders

This guide provides an overview of the Appointment Reminder system and details the necessary steps to enable this feature for your agency, configure individual clients, and schedule the necessary events. Implementing reminders is a key strategy to reduce no-shows and ensure clients arrive on time for their scheduled sessions.

Reminder Overview

Reminders are designed to notify clients automatically prior to their scheduled services. The system supports Text, Voice, and Email notifications.

Timing:

• Reminders are automatically sent 24 hours before the scheduled appointment time.

Message Verbiage: The standard message format sent to clients is as follows:

"(Client Name) is scheduled for (Appointment Title) on (Day, Date, and Time). Questions? Call (Agency Name) at (Agency Phone Number)."

Configuration Settings

While the reminder system is automated, there are specific configuration rules regarding how messages are delivered:

• Phone Number: The phone number that the text or voice reminder is sent from is selected automatically by the system.

• Email Address: Providers have the ability to decide which email address they want the email reminders to originate from.

Enabling Appointment Reminders for Your Agency

To activate appointment reminders for your agency, a setup request must be submitted.

1. Review your agency details to ensure the correct contact information is on file.

2. Complete the Appointment Reminder Setup Form located here: https://forms.office.com/r/2gSz9HJKSk.

Once the form is submitted, the support team will configure the settings based on your preferences.

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Enabling Reminders for a Client

Once the system is enabled for your agency, you must configure the specific reminder preferences for each client within their profile.

1. From the navigation menu, select Clients.

2. Locate and click on the specific client in the list to open their profile.

3. Select the Edit icon (pencil) located on the left-side toolbar.

4. Navigate to the Demographics section to update contact information.

   • Phone Reminders: Enter the Home #, Cell #, or Work #. Use the dropdown menu next to the number to select the reminder type (e.g., Text & Voice).

   • Email Reminders: Enter the Email address and check the box next to the field to enable email notifications.

5. When finished, scroll to the bottom and select Save.

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Triggering Reminders via the Calendar

The reminder system relies on the appointment being correctly scheduled on the calendar. To ensure a reminder is triggered, follow these steps to create the event:

1. From the navigation menu, select Calendar.

2. Locate the desired date and double-click on the specific time slot where you wish to schedule the session.

3. The Event window will appear. Complete the necessary details, ensuring the correct Client and Staff members are selected.

4. Select Save to finalize the appointment.

Once saved, the system will automatically schedule the reminder to be sent 24 hours prior to this event.