Articles on: Patient Communication

Adding form links to existing communication triggers

Form links can easily be added to your existing communication triggers (emails only), including appointment reminders, to automate the sending of these forms to your clients.

There is no need to delete triggers in order to include these in a message; you just need to find the trigger you'd like to include a form in, and edit the template which is linked to it. The next time that message is queued, the updated template will be used, ensuring your clients receive the most up to date information from you. This also applies to reminder templates, just update the template with the form link you would like to send, and your existing appointments will use the new content when the message is sent.

To add form links to existing communication triggers:

Open the main menu and choose Settings -> Scheduling -> Appointment Communication:

Find the trigger you would like to update and click on the three dots menu at the end of the row.

Choose Edit Template from the options:

Place your cursor where you would like to add the form, and click on the Forms icon in the email toolbar:

Use the search bar or browse the tabs to find the form you'd like to include:

Choose a form by ticking on the box to the right of the row, and then clicking on Insert Form:

The form will then be added to the body of your email template as a link:

Please do not edit the URL associated with the link, as this is what takes the client to the form when they click on it. Editing the URL will break the link.

Repeat steps 4 - 6 to add any additional forms to your template, for example you might want to include a consent form to cover your Ts & Cs and a smart form containing smart fields to capture additional details from your client:

When you have finished, click on Save Template to save your changes.

You will be taken back to your list of communication triggers. You can check the content of your template by finding the trigger you just edited and clicking on the three dots menu again. This time, choose Preview with sample appointment and you'll be taken to a preview of what your communication will look like when sent to a client. You should see the changes you just made reflected on screen:

Note: You can't click on the link within a template when building it or previewing it, and open the form to view it. The form link won't work if click on it within WriteUpp in the body of a message; it'll need to be sent out in order to access it. If you want to test that the right form has been added into a communication template, you could create yourself as a test client and book an appointment to receive the message with the link to your email address.

Updated on: 20/11/2024

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