Setting Up Email and Text Reminders
This Knowledge Base Article will cover how to enable reminders (Email Or Text) for individual patients. You are able to customize the content and timing of reminders for your practice as a Patient Portal Admin using this Guide. Your Practice can enable Text Reminders without Premium Patient Portal.
For more information about activating email or text reminders or the Patient Portal, please contact our sales department or follow this link.
Setting Up Email and Text Reminders
This guide explains how to turn on the email and text reminders per patient available through ICANotes.
- Patient reminders are part of the premium patient portal (text reminders have an additional cost).
- For more information about activating text reminders, please contact our sales department.
Setting Up Reminders in Demographics
1. Cell phone number needs to be present for text reminders (see the red rectangle below).
2. Email address needs to provided for email reminders (see the green rectangle below).
Please note that in order for Email Reminders to work correctly, the patient must have their Patient Portal account set up.
3. Select how to send appointment reminders by email or text message (see the orange square below) .
The patient will receive the reminder before the appointment. The default setting for Email Reminders is 48 hours. (You are able to modify this within your Patient Portal as an Admin.) If a new appointment is created within the 48-hour timeframe, an appointment reminder will be sent to the patient shortly after the appointment is saved.
Email example:
The patient can go to the patient portal by clicking on the link and confirm or cancel the appointment.
If confirmed, the provider will receive a message through the Messaging Center.
If cancelled, the provider will receive a message through the Messaging Center.
Example of text message:
If the patient texts back YES, the Patient Reminder Status Report will show as confirmed.
If the patient texts back NO, the patient Reminder Status Report will show as cancellation requested.
Using the Portal Reminder Status Report
To access the Portal Reminder Service, on the Chart Room:
Chart Room (Classic):
Chart Room (New Layout):
On this report you will be able to verify the actual status of your patient's appointments:
A. Filter Start By Date: Dates that can be filled in before performing a query for a specific time period.
B. Filter by Reminder Status: Filter what to display using the dropdown menu after the date range filter.
- No Response: Appointments that the patients have not responded yet.
- Cancellation Requests: Requests received from patients to cancel appointment.
- Confirmed Responses: Response received from patients confirming appointment.
- Reminders Enqueue: The reminders failed to reach the patient.
C. Update Status - A method to update status of records by bundle. You will encounter a popup indicating the change you are about to make with the option to Continue or Cancel.
If you choose to Continue, you will need to indicate which status you would like to use.
E. Update/Refresh Responses – Updates the screen.
A. A green check will show when the patient response status and event status fields match.
B. Patient Response Status: This shows the patient's response.
C. Event Status: This is the status shown on the ICANotes appointment book/calendar.
D. Appointment Date - The date of the patient's appointment.
E. Start: The appointment start time.
F. End: The appointment end time.
G. Clinician: The clinician assigned to appointment.
H. Patient: The patient's name.
I. Patient ID: The patient's ID number.
J. SMS Status / SMS Sent - Text message status and the date and time that the text message was sent.
K. Email Status/Email Sent - Email Reminder Status and the date and time that the email was sent.
How to Update the Patient Reminder Status Report?
1. After the patient responds via text, the Patient Response Status will update on the report. An ICANotes user will be required to update the Evnet Status based on the Patient Response.
2. Click the Event Status displayed to open the dropdown menu choices to update the event status.
3. When the event status is changed to match the patient response status, a green check mark will populate in
the left column.
Note: When the 'Event Status' (C) is changed in the Portal Reminder Status Report, the status also changes in all areas of ICANotes (Clinician Reminder Sheet, Event Details, and Calendar Quick View).
Related Articles
Custom Email Reminders
Index Sections Patient Portal Admin - setup Customizing Email Reminders ICANotes customers who are setup to send Email Reminders to their clients have the option of fully customizing the content of those reminders. For more information on enabling ...Sending SMS/Text Appointment Reminders to Clients
Overview ICANotes+ enables you to send reminders to your clients about their scheduled appointments via text messages to their mobile phones. This feature helps reduce no-shows and enhances client engagement with your practice. Once a reminder is ...Text Reminders in English and Spanish
Text Reminders in English and Spanish Question: How can I send out a text reminder in English & Spanish? Answer: While Spanish language text reminders are not currently a feature within ICANotes, for customers wishing to send appointment text ...Setting Up Custom Text Reminders on the Patient Portal
ICANotes is required to include the Provider's name as well as "Appt Reminder:" in the beginning of the SMS text and "To unsubscribe reply STOP" at the end of the text message. Set Up Patient Portal Admin: 1. To set this up, you need to go to ...Setting Up Kno2 Integration
Setting Up Kno2 Integration KNO2 SETUP – API SETTINGS 1. Log into your Kno2 account. 2. Select the Setting gear in the upper right hand corner. 3. Select Organization 4. Scroll all the way down on the Organization tab to the section that says API ...