Reminder Mate Instructions Reminder Mate is a Practice Mate add-on Service which will make automated phone calls to remind patients of upcoming scheduled appointments, reduce missed appointments and receive appointment confirmation, cancellation or re-schedule requests automatically. Patient responses are immediately displayed on your Practice Mate appointment schedule. If you have created fake patients to use to block time on your schedule for office meetings, lunch etc. please make sure to change the patients profile to DO NOT CALL. This can be done from the Manage Patients tab and then click edit for the fake patient. Appointment Schedule When using Reminder Mate the appointment calendar has an additional column called Reminder Status. When the patient receives the reminder call they will have the choice to select 1 to confirm, 2 to cancel and 3 to reschedule their appointment. The Reminder Status column will display the patient s response to the reminder call. www.officeally.com 151 1 P age
Edit Appointment From the appointment schedule click on the edit button Reminder Call drop down: Skip Reminder Call/Email: Select this option to set do not call/email for this appointment only. For example you may not want a reminder call made for an appt made for today. Reset Status: Select this option to clear the reminder status and set the appointment to be called again www.officeally.com 151 2 Page
Setting up Reminder Mate From the Manage Office tab click on the Reminder Mate link Auto Reminder Switch: Turns on the Reminder Mate feature Voice template: Select the automated message to be used for the reminder call. Click Preview Voice Template to view the message Voice Type: Select the voice to be used for the reminder call. Click Listen to Sample to hear a sample of the message www.officeally.com 151 3 Page
Call Times: Select the time of day the reminder calls should be made Call Days: Select the days you want reminder calls to be made Call Time Zone: Select your time zone Call Lead Time: Select the number of days to make the reminder call prior to the appointment. For example if the appointment is scheduled for Wednesday and you have a two day lead time the reminder call will be made on Monday Default Phone to Call First: Select which phone number you want called for all patients. If you have set a preferred phone number in the patients profile this does not apply to those patients Phone Number Substitution: Select this option if you want Reminder Mate to call either the home phone or cell phone when one of the numbers is not in the patient s profile. For example if a patient only has a cell phone listed in their profile and you setup the reminder call to call home phones selecting this option will proceed to call the cell phone because it s the only number listed Send Email: Select this option if you want a reminder email message sent to the patient along with the reminder call. (the email address comes from the patient profile under the Manage Patient tab) Email Message: Select the email message type. Click Preview Email Message to view the message Call Appointments with these statuses only: Select individual statuses for reminder calls to be made. For example if the reminder call has not been made and you change the status of an appt to Cancelled by Patient leaving this status unchecked, the patient will not be called if its checked the patient will be called Click Update to save (Once Reminder Mate is turned on scheduled appointments will start receiving reminder calls) Editing the Patient Profile To override the global Reminder Mate settings for a specific patient click on the Manage Patients tab and then click edit for a patient www.officeally.com 151 4 Page
Preferred Phone: Select home phone, cell phone or do not call. When the reminder call is made it will call the preferred number or if do not call is selected it won t make the call Reminder Email: Select Yes or No to turn on or off the reminder email message Appointment Reminder Log/Report From the Appointments tab Highlight the Reports link and click on Appointment Reminder Logs Select the appropriate filter (Called Date, Called Date Range, Called Month) Enter the date or date range for the report Click Go www.officeally.com 151 5 Page