Select Edge Reminders Patients By Appointment

Use the Select Patients by Appointment tool to choose the patients that should receive reminder messages according to their next scheduled appointment.

Use This Feature

1. Open Edge Reminders Selection Window - You can open this feature in multiple ways: Use the method that's most convenient for you. If the Edge Reminders option is not available, you first need to activate your Edge Reminders integration. See "Activate Edge Reminders Integration" for details.

   ViewPoint Main Menu - Tools & Utilities > Outbound Integration > Select Patients by Appointments.

   

   ViewPoint Toolbar - Edge Reminders > Select Patients by Appointments.

   Be sure all patient folders are closed before clicking the Edge Reminders icon on the ViewPoint toolbar: If a patient folder is open, or active in your Grid Scheduler, clicking the icon will open the Send Individual Message window instead of the Edge Reminders system menu.

   

   ViewPoint Shortcut Menu - Add-In > Edge Reminders > Select Patients by Appointments. (You can press Alt+D on your keyboard to open the Add-In menu options.)

   

2. Select Criteria - Choose the criteria for including a patient in the group that should receive your message.

   

   First / Last Dates - Enter the range of appointment dates to include. Patients with an appointment scheduled within that time frame will receive the message. If a patient has multiple appointments scheduled in a single day, the message will be modified to include all appointment information.

   Call Date - Enter the date you want telephone messages to be delivered. While email and text messages are sent as soon as you submit a group of messages, telephone calls can be scheduled for this date.

   Message Name - Choose the message to send to this group of patients. See "Set Up Edge Reminders Messages" for details about creating your messages.

   Custom Date - This date field is used when you send an Office Closure message to notify patients of an upcoming, closure of your office (for weather, family emergency, or similar situation) . This field is ignored for all other message types.

   Start / End times - Enter the time of day you want to initiate telephone reminder calls. Message delivery will be attempted only during the time range you set.

   Delivery Method(s) - Enable each type of delivery method, telephone, email, and/or text, that you want to use for this set of reminders. (You flag which phone number / email address to use for each type of message in the patient and responsible party tabs of the patient folder (See "Set Up Patients & Responsible Parties for Reminders" for details.)

   Include Recalls Option - Enable this option to include patients with recall appointments within the date range. If the option is disabled, only regularly-scheduled appointments will be included.

3. Generate Patient List - Click Run to identify the patients that fit your criteria. Then, review the list of patients that will receive messages, and make any necessary changes.

   

4. Choose Sort Order - Choose whether to sort the list by patient last name, or appointment date.

   

5. Recipients - Click to enable / disable the checkbox beside each patient to indicate whether you want that patient to receive the message. You can also use the Select All and Select None tools to choose the patients to include.

   

6. Delivery Method(s) - Review the delivery method fields that indicate whether a patient will be receiving a Phone, Email, and / or Text message. If you need to make a change, simply type Yes or No in the appropriate field. If more than one method is enabled, the patient will receive multiple messages.

   While Ortho2 no longer supports VP Reminder telephony features, you may use these options of your own accord..

   

7. Contact Info - Scroll to the right side of the list, and review the patient and responsible party phone numbers, email addresses, and text numbers to verify the messages will be sent successfully. If needed, you can type in the fields to change them. The changes you make to this window will not be saved in the patient folder. (The patient current account balance and amount due are included at the far edge of the window for your review.)

   

8. Print - Click Print to send the list to any printer available to your workstation. If you edited phone numbers, email addresses, or text addresses, you might use a printed list to update your patient folders.

9. Submit Messages - Click Submit to initiate the message process. Email and text messages will be sent immediately, while telephone messages will be sent according to the Call Date you specified.

More Information

Cancel Messages - If you initiated a message set in error, you can click Cancel Message Set from your Edge Reminders report to remove the set, preventing the reminders that have not yet been sent from occurring. You can only delete message sets that have not yet begun to send out messages.

Review Submitted Messages - Run the Edge Reminders report to help analyze the success of your automatic appointment reminder system. In general, we suggest you generate the report each business day after you have submitted messages.See "Edge Reminder Message History" for details.

Patient & Responsible Party Data - See "Set Up Patients & Responsible Parties for Reminders" for details about which patient folder fields are used for each message delivery type.

Scheduled Reminders Option - Use the Job Details tab of your Scheduled Job Setup editor to schedule recurring messages, such as daily appointment reminders, and weekly birthday reminders. Once set up, active reminders will be sent automatically by the workstation(s) you have configured to run the service.See "Set Up Scheduled Reminders" for details.