Appointment reminders¶

A missed appointment is an empty chair that cannot be resold. A reminder the day before, with an easy way to reschedule, fills most of those gaps.

The Appointment reminders workflow on the canvas: Day before, then Text a reminder, then What to bring, then Reception log

Before you start¶

Appointments booked in the BaseCloud calendar and linked to the patient

The workflow¶

Step	Task	Type	What it does
1	Day before	Calendar Trigger	Starts one day before each appointment
2	Text a reminder	SMS	Texts the reminder
3	What to bring	Email	Emails what to bring
4	Reception log	Workflow Note	Records on the patient that both were sent

About the variables

Values such as {{task_36366_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Day before¶

Task: Calendar Trigger. Starts one day before each appointment.

Field	Set it to
Start this workflow when	`A meeting is coming up`
How long before / after	`1`
Unit	`Days`
Only meetings linked to a client	Ticked

2. Text a reminder¶

Task: SMS. Texts the reminder.

The SMS task named Text a reminder, opened to its settings

Field	Set it to
Client	`{{task_36366_client_id}}`
To (phone number)	`{{all_contacts}}`

Message

Reminder: you have an appointment at Neverland Family Practice on {{task_36366_start_label}}. Reply C to confirm or R to reschedule.

3. What to bring¶

Task: Email. Emails what to bring.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36366_client_id}}`
To	`{{all_contacts}}`
Subject	`Your appointment on {{task_36366_start_label}}`

Body

Hi,

We look forward to seeing you on {{task_36366_start_label}}.

Please bring:

Your insurance or membership card

A list of any medication you take

Referral letters, if you have them

Please arrive ten minutes early. If you cannot make it, reply to this email and we will find another time.

Neverland Family Practice

4. Reception log¶

Task: Workflow Note. Records on the patient that both were sent.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36366_client_id}}`
Note Type	`Note`
Priority	`Low`
Due Date	`Now`
Tag Users	Tiger Lily
Mark above users as	`Done`
Message	`Reminder text and preparation email sent for the appointment on {{task_36366_start_label}}.`

Make it yours¶

Add a second workflow with the Text Message Received trigger to act on the C and R replies.
Limit the trigger to certain calendars under Whose calendars.