You can create an appointment communication (an email message and a text message that get sent to patients automatically regarding their appointments).
Notes:
Patient communications are location-specific (each location of your organisation has its own communication settings).
A patient (assuming he or she is his or her own primary contact) receives patient communications only if the patient's status is New or Active. Also, if a new or an active patient has a non-patient primary contact, the primary contact receives patient communications.
When a patient confirms an appointment from an email or a text message, Dentrix Ascend adds an entry for it in the audit log.
To create an appointment communication
How to get there
If you are not already viewing the correct location, select it on the Location menu.
On the Settings menu, under Patient Care, click (or tap) Patient Communications.
The Patient Communications page opens.
On the Appointment tab of a location's Patient Communications page, click (or tap) Create New.
The wizard for creating a new appointment communication appears.
The communication's Active setting is On by default, which means that the corresponding email or text message will be sent to patients as applicable. Turn the communication Off to not send the corresponding email or text message to any patients.
From the Appointment reminder is based on list, select an action that you want to associate this communication with:
Appointment Scheduled Date - When someone schedules an appointment.
Appointment Confirmed Date - When a patient confirms an appointment from an automated appointment reminder, or when a staff member manually changes an appointment's status to "Confirmed."
Note: If you create another "Appt confirmed" communication and make it active, we recommend that you turn off the default one if you don't want your patients to get two messages for confirming their appointments.
Appointment Start Date and Time - When the date and time of the scheduled appointment arrives.
Appointment Completed Date - When an appointment's status is changed to "Complete."
Appointment Broken Date - When an appointment's status is changed to "Broken."
Appointment No Show Date - When an appointment's status is changed to "No Show."
The rest of the options become available.
Set up the appointment communication options on the following tabs as needed:
Notification Schedule
Notification Schedule tab
Set up the following options:
Appointment reminder is based on - Specify the number of hours, days, months, or years before or after the selected action that you want the message to be sent. The Before option is available only for Appointment Start Date and Time.
Exclude automated message - Turn this setting Off to use the default, automated message and any custom message that you specify later on in the wizard. Turn this setting On to use only a custom message that you enter later on in the wizard.
Include Premedicate message on Email - This setting is available only for Appointment Scheduled Date, Appointment Confirmed Date, and Appointment Start Date and Time. Turn this setting On to have instructions for the patient regarding pre-medication appear on the email message; however, the pre-medication instructions will appear only if the patient's appointment has the option selected that indicates that pre-medication has been requested. Turn this setting Off to exclude the pre-medication instructions. The text of the pre-medication instructions is, "Please do not forget to take any required medication before your appointment."
Ability to confirm - This setting is available only for Appointment Start Date and Time and if Before is selected. Turn this setting On to provide a Confirm Appointment button for a patient to click (in an email message) or texting instructions that a patient can follow (in a text message) to confirm his or her appointment. The status of the appointment will be updated automatically when the patient confirms his or her appointment. Turn this setting Off to not include a way for the patient to confirm his or her appointment from the email or text message. With this switch On, only a patient with an appointment that has not already been confirmed receives a text message or email message. With this switch Off, a patient with an appointment receives a text message or email message regardless of the confirmation status.
Add forms link - This setting is available only for Appointment Scheduled Date, Appointment Confirmed Date, and Appointment Start Date and Time. Turn this setting On to provide a Forms button (in an email message) or a link (in a text message) for a patient to click to access his or her online forms. Turn this setting Off to not include a way for the patient to access his or her online forms from the email or text message.
Continue sending - This setting is available only for Appointment Start Date and Time, Appointment Broken Date, and Appointment No Show Date. Turn this setting On to keep sending a patient this message at a specified interval (Repeat every ...) after this notice is sent out initially until the specified number of notices (up to 10) have been sent (Discontinue after ... notices). Turn this setting Off to send this message only once.
Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
Preferred Sending Method
Preferred Sending Method tab
Select the format that you prefer to use for the message:
Email - Send this message by email. If a patient receiving the message does not have an email address, Dentrix Ascend will attempt to send the patient a text message.
Text - Send this message by text. If a patient receiving the message does not have a valid mobile phone number, Dentrix Ascend will attempt to send the patient an email message.
Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
Email Message
Email Message tab
Customize the email message as needed:
Subject - Type the subject of the email message as you want it to appear for patients.
Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.
Custom message - Type and format any custom text that you want to include in the message.
Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
Text Message
Text Message tab
Customize the text message as needed:
Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.
Custom message - Type any custom text that you want to include in the message.
Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.
Practice Info
Practice Info tab
The logo, name, address, and phone number of the selected location as they will be displayed on an email message appear. The name and phone number of the selected location as they will be displayed on a text message appear.
On the Practice Info tab, click (or tap) Done to save the settings on all the tabs of the wizard.
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