Appointment Reminders are automated text messages and emails sent to patients before their appointments. You can customize parts of these messages to include information that is helpful to your patients, such as your clinic name or appointment details. This guide walks you through how to customize Appointment Reminder text messages and emails.
When to Use This
- When you want to customize the message patients receive before their appointments
- When you want to add clinic-specific information to Appointment Reminders
- When you want to include appointment details using content tags
- When you want to customize the header or footer of Appointment Reminder emails
Permissions
- Access to Settings > System & Company Settings > General
Contact your clinic administrator if you don't have the required access.
Customizing Appointment Text Reminders
- Go to Settings
- Under System & Company Settings, select General
- Click Reminders & Notifications
- Under Appointment Text Reminders, find Reminder Text Message
- Enter your custom message in the text box
- Use Content Tags to include appointment information, such as the Appointment Date/Time or Clinic Name
- Click Save
| 💡 Tip: Copy and paste the available content tags into your message to automatically include important appointment information. |
Text Message Limits
- Text messages have a maximum of 300 characters
- The 300-character limit includes the characters that populate when content tags are used
- Do not use emojis, special characters such as &, or extra spaces in your message. These can interfere with the content tags and cause the message to display incorrectly.
Customizing Appointment Reminder Emails
-
From Reminders & Notifications, scroll to Appointment Email Content
- Customize the Patient Booking Notification & Reminder Header Message and Patient Booking Notification & Reminder Footer Message fields
- Click Save
Header Message
Content entered in the Patient Booking Notification & Reminder Header Message field appears above the appointment details in the Appointment Reminder email.
Footer Message
Content entered in the Patient Booking Notification & Reminder Footer Message field appears below the appointment details in the Appointment Reminder email.
Email Content Included Automatically
Appointment Reminder emails automatically include:
- Clinic Name
- Practitioner
- Date & Time
- Appointment Type
- Location
| 💡 Tip: You do not need to add these details to your custom header or footer because they are already included in the email. |
Important: Shared Email Content
Content entered in the Patient Booking Notification & Reminder Header Message and Patient Booking Notification & Reminder Footer Message fields will also appear in the following emails, if enabled:
- Patient Booking Notification
- Accepted Appointment Request
Keep this in mind when adding clinic-specific or appointment reminder content.
Result
- Your custom text message will be included in Appointment Text Reminders
- Your custom header and footer will be included in Appointment Email Reminders
- Content tags in text reminders will automatically populate with the relevant information when the message is sent
Things to Know
- Text messages are limited to 300 characters, including characters populated by content tags
- Appointment Email Reminders automatically include the patient's appointment details
- Header and Footer content is also used in Patient Booking Notification and Accepted Appointment Request emails when those notifications are enabled
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