How do I let my patients know if their appointment has been cancelled?
By setting up a communication trigger using the trigger event 'Status Change', when you change the status of an appointment to "cancelled" (or similar), your patients will be sent a communication to inform them that their appointment has been cancelled. You will also need to set up a custom template to use, containing the information you'd like to send.
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.
Go to Main Menu -> Settings -> Scheduling -> Appointment Communication
Click on New Trigger at the foot of the screen:
The 'Create new appointment communication' page will open. Select a method of delivery using the first dropdown box (SMS or Email)
If you need to set up a template to use at this point, click on the Manage templates link (if you've already got a template to use, skip to step 7):
Click on +Add Template and complete your template details. Include the variables ##DATE## and ##FROM## to capture the date and time of the appointment you have cancelled, then click on Save Template:
Click on Back to Message
Use the dropdown boxes to finish creating your communication trigger:
Delivery method - Choose Email or SMS
Message template - Select your template
Event - Select 'Status change'
Change status to - Select which of your appointment statuses indicates a cancelled appointment
Press Save
Once this is set up, when you change the status of an appointment to the status you have specified as part of the trigger, the 'status change' message will be sent to the patient (as long as they are opted in to the relevant delivery channel):
This applies to appointment statuses updated via the web based version of WriteUpp or via the WriteUpp app.
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 would like to set up this communication, just follow the steps below:
Go to Main Menu -> Settings -> Scheduling -> Appointment Communication
Click on New Trigger at the foot of the screen:
The 'Create new appointment communication' page will open. Select a method of delivery using the first dropdown box (SMS or Email)
If you need to set up a template to use at this point, click on the Manage templates link (if you've already got a template to use, skip to step 7):
Click on +Add Template and complete your template details. Include the variables ##DATE## and ##FROM## to capture the date and time of the appointment you have cancelled, then click on Save Template:
Click on Back to Message
Use the dropdown boxes to finish creating your communication trigger:
Delivery method - Choose Email or SMS
Message template - Select your template
Event - Select 'Status change'
Change status to - Select which of your appointment statuses indicates a cancelled appointment
Press Save
Once this is set up, when you change the status of an appointment to the status you have specified as part of the trigger, the 'status change' message will be sent to the patient (as long as they are opted in to the relevant delivery channel):
This applies to appointment statuses updated via the web based version of WriteUpp or via the WriteUpp app.
Updated on: 19/12/2024
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