This article helps you understand the notifications available in eBroadcast and how to configure each one.
You can have the system automatically email and/or send text message notifications to patients when new appointments are scheduled, canceled, missed, or moved. You can also send 24-hour reminders as well as birthday wishes. See the Notification Options table for more information.
To perform the following procedures, open eBroadcast, then select Notifications.
Add a Notification
- Click Add Notification.
The Select Notification Type window is prompted - Select a notification type and click OK.
- Enter the Subject and type your message.
Tip: You can use the Insert Fields button to populate the message subject and body with patient name and facility information. See Merge Fields - Make sure the Enabled box is checked, then configure other options (if any).
- Click Save.
Edit a Notification
- Click Edit under the Message column.
- Modify the message, then configure other options (if applicable).
- Click Save.
Tip: To quickly change the notification options, click Edit under the Notification options column.
Enable, Disable, and Remove a Notification
When you want to stop using a notification but don’t want to delete it, then you may want to disable it.
- Under the Enabled column, use the toggle switch to turn notifications On and Off.
Note: Some email notifications can be removed. To remove a notification, you must first disable it. Once disabled, the Remove option will appear next to the notification.
Merge Fields
- While adding or editing a notification, position the cursor anywhere in the subject or body.
- Click Insert Fields, select either In Subject or In Body then select a merge field to be inserted.
Note: The merge field is inserted with the field name enclosed in chevron brackets << >>. Be sure not to accidentally remove any part of the merge tag including brackets and spelling of the field.
Notification Options
You can configure the following types of notifications to be sent to patients. These notifications are emailed and/or sent via text message automatically when a particular action is taken in Universal Office.
| Notification | Description | Options |
|---|---|---|
| New Appointment (Email/SMS) | New Appointment notification when new appointments are created. | none |
| Move Appointment (Email/SMS) | Move Appointment notification for appointments that are moved from one time slot to another and the ones copied and pasted in the Appointment Book. | none |
| Cancel Appointment (Email/SMS) | Cancel Appointment notification for appointments that are canceled in the Appointment Book. | none |
| Missed/No-Show (Email/SMS) | No-Show notification for appointments that are marked as missed in the Appointment Book. | none |
| Appointment Reminder (Email/SMS) | Reminders that are emailed or sent via text message to patients prior to their appointment as pre-configured in options. | Set the emails or SMS messages to be sent any number of hours prior to the appointment. |
| Birthday (Email) | Birthday discounts and birthday greeting emailed to patients prior to and on the birthday. One or more Birthday notifications can be sent to patient. | Send email 1-7 days before the birthday. To email on the day, set to the patient’s birthday. |
| Intake Anniversary (Email) | Follow-up emails to patients sent after intake date. | Schedule emails to be sent any number of - Days, - Weeks, or - Months after intake date. |
| Provider Daily Agenda (Email) | Provider appointments for next day emailed to the provider at the end of every day. The schedule includes the time of visit, activity description, and patient name. | Select provider from the drop-down menu, enter one or more email addresses and set the time to send the emails. |
| New appointment provider notificaiton (Email) | Notify provider when a new appointment is booked | Select provider and enter an email address |
| Patient Retention (Email/SMS) | Follow up with active patients who have not been coming and who have no scheduled appointments | Number of days a patient did not come in to the clinic. A time of day to query and start sending the notfications. |