Introduction:
There may be times when there are families that have appointments for multiple members on the same day. Denticon now allows you to send a group text based on the appointment date.
Process description:
Users will need to configure the automated campaign to have group messages by appointment date and set the campaign to send to the responsible party.
Prerequisites:
You will need the security rights "Utilites>Automated Campaigns Dashboard Full Control" and "Utilities>Automated Campaigns Appointment Campaign Management" assigned.
Step-by-step instructions:
- Go to Utilities>Launch>Automated Campaigns.
- Click the tab for Appointment Campaigns.
- Select the campaign you would like to edit, or click the button "Add Campaign".
- Check the box to enable "Group Messages By Appointment Date".
- Select to send message to Responsible Party.
Additional information:
When messages are sent to Patients and the group appointment messages field is checked:
- Single message will be sent to the patient for all appointments of the same date when messages are sent to Patients and the group appointment messages field is checked. A reminder message will only be sent to the patient for the first appointment of the day. No reminders will be sent for subsequent appointments on the same day.
When messages are sent to Patients and the group appointment messages field is unchecked:
- When the "Group Appointment Messages" field is unchecked, messages will be sent for each appointment. The patient will receive individual messages via email or SMS for each appointment they have scheduled. These reminders will be sent independently for each appointment, ensuring the patient is informed about each one. This process applies to all appointments where the group messaging option is not selected. The patient will receive a separate reminder for each appointment, regardless of the number of appointments scheduled.
When messages are sent to the Responsible Party and the group appointment messages field is checked:
- The responsible party will receive a single reminder message for all appointments scheduled on the same day for any patient under their responsibility. This applies regardless of the number of appointments the patient has on that day. The reminder will be sent targeting the first appointment of the day. No additional reminder messages will be sent for subsequent appointments. This feature ensures that the responsible party is informed without receiving multiple reminders on the same day.
When messages are sent to the Responsible Party and the group appointment messages field is unchecked:
- When the "Group Appointment Messages" field is unchecked and reminders are sent to the Responsible Party, separate reminders will be issued for each appointment of all patients under their responsibility. The Responsible Party will receive individual reminders via email or SMS for each of the patients' appointments. These reminders will be sent independently to ensure the Responsible Party is informed about each scheduled appointment. This policy applies to all appointments when the group messaging option is not enabled. The Responsible Party will receive a separate reminder for each appointment, regardless of the total number of appointments.
SMS Appointment Confirmations:
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Patient: When a group message is sent to a patient and the patient replies with any appointment confirmation keyword, all appointments scheduled for that same date will be marked as confirmed. The patient will then receive an automated confirmation message. This confirmation message will include the times of all confirmed appointments. The process ensures that all appointments on the same day are marked confirmed with a single response. The patient is informed of the confirmed appointments through the automated message, which lists the scheduled times.
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Responsible Party: When a group message is sent to a responsible party and the responsible party replies with any appointment confirmation keyword, all appointments scheduled for all patients under the responsible party on that same date will be marked as confirmed. The responsible party will then receive an automated confirmation message. This confirmation message will include the times of all confirmed appointments of all patients.
Email Confirmations:
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Patient: When a group message email is sent to a patient and the patient clicks on the Appointment Confirmation action button, all appointments scheduled for that same date will be marked as confirmed. The confirmation message will include the times of all confirmed appointments.
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Responsible Party: When a group message is sent to a responsible party and the patient clicks on the Appointment Confirmation action button, all appointments scheduled for all patients under the responsible party on that same date will be marked as confirmed.
SMS Cancellations:
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Patient: Like appointment confirmations, when a group message is sent to a patient and the patient replies with any appointment cancellation keyword, all same-date appointments for that patient will be marked as canceled. The patient will then receive an automated cancellation message.
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Responsible Party: When a group message is sent to a responsible party and the responsible party replies with any appointment cancellation keyword, all appointments scheduled for all patients under the responsible party on that same date will be marked as canceled. The responsible party will then receive an automated cancellation message.
Email Cancellations:
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Patient: When a group message email is sent to a patient and the patient clicks on the Appointment cancellation action button, all appointments scheduled for that same date will be marked as canceled. The cancellation message will include the times of all canceled appointments.
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Responsible Party: When a group message is sent to a responsible party and the patient clicks on the Appointment cancellation action button, all appointments scheduled for all patients under the responsible party on that same date will be marked as canceled.