How do I let my patients know if an appointment has been changed?
By setting up a communication trigger using the trigger event 'General change', when you make a change to the details of an appointment, the patient will be sent a communication to inform them that their appointment has been changed. This could be a change to the date or the time, the location of the appointment or the user that the appointment is with.
There is a predefined template within WriteUpp called Change Appointment, which can be used alongside the trigger event for this purpose. You can easily customise it to your requirements, or you could create a new template to use.
Please note that in order to receive appointment communications, patients must have been opted in to them on the Patient tab of the Patient Summary.
If you signed up after April 2019, this is one of the predefined communications within WriteUpp. To edit the template, go to Settings -> Scheduling -> Appointment Communications and click on the three dots at the end of the row of the 'General Change' trigger (there will be two, one for SMS and Email). Then, from the dropdown menu, click 'Edit Template' to make changes to the template associated with the trigger:
Go to Main Menu -> Settings -> Scheduling -> Appointment communication
Click on New Trigger at the bottom of the page:
Use the dropdown boxes to create your communication trigger:
Method - How would you like your patients to be informed? By SMS or Email
Message template - What message would you like to send them?
Event - Select 'General Change'
When you are happy, press Save
Once this is set up, when you make a change to the date or time of any appointment within WriteUpp, the 'General Change' trigger message will be sent to the patient (as long as they are opted in to the relevant communication channel). Note: any reminders which you have queued for the appointment will also be updated to the new date and time, and the old ones will be removed.
This applies to appointments changed by opening an appointment and editing the details in the modal or by dragging and dropping an appointment into a new slot in the diary.
There is a predefined template within WriteUpp called Change Appointment, which can be used alongside the trigger event for this purpose. You can easily customise it to your requirements, or you could create a new template to use.
Please note that in order to receive appointment communications, patients must have been opted in to them on the Patient tab of the Patient Summary.
If you signed up after April 2019, this is one of the predefined communications within WriteUpp. To edit the template, go to Settings -> Scheduling -> Appointment Communications and click on the three dots at the end of the row of the 'General Change' trigger (there will be two, one for SMS and Email). Then, from the dropdown menu, click 'Edit Template' to make changes to the template associated with the trigger:
If you don't see this present in your current list and you'd like to set it up, just follow the steps below:
Go to Main Menu -> Settings -> Scheduling -> Appointment communication
Click on New Trigger at the bottom of the page:
Use the dropdown boxes to create your communication trigger:
Method - How would you like your patients to be informed? By SMS or Email
Message template - What message would you like to send them?
Event - Select 'General Change'
When you are happy, press Save
Once this is set up, when you make a change to the date or time of any appointment within WriteUpp, the 'General Change' trigger message will be sent to the patient (as long as they are opted in to the relevant communication channel). Note: any reminders which you have queued for the appointment will also be updated to the new date and time, and the old ones will be removed.
This applies to appointments changed by opening an appointment and editing the details in the modal or by dragging and dropping an appointment into a new slot in the diary.
Updated on: 18/12/2024
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