Send an Message when a Booking is Created

Patient Connect can be used to automatically contact patients upon the creation of their booking. This can be a useful approach to ensure patients have received the necessary details of their booking, and can replace the need to write the booking details on a card.

Configuring Messages

Your SMS or Email messages can be configured in the Notification Manager.

1. Navigate to Admin > Notifications & Messages > Notification Manager.
2. Create a new SMS or Email messages by selecting the New button in the top left quarter of the screen.
   • On the right-hand side of the screen, enter a Description for the message.
   • If the message will be used by a Patient Connect program, select the Patient Connect Enabled checkbox. This is not required for a message used only by a Notification Manager rule.
   • Enter the message you would like to send, including any tags to automatically populate the booking details.
   • Select the Save button.
3. Select the Done button to close the Notification Manager window.

Option 2: Configure a 'Booking' Patient Connect Program

The 'Booking' Patient Connect is used to outline the steps that should be performed when a booking is created, and when each step should happen.

1. Navigate to Admin > Patient Connect Management.
2. Select the New button.
3. In the Create a New Patient Connect window, enter the Name for the program.
   • Select the Booking option.
   • Set the Frequency to 1 Days.
4. Select Continue.
5. Select the Add Action button.
6. In the Patient Connect Action window, use the Action drop-down to select SMS.
   • Choose the Immediate option.
   • Select either an SMS or Email message template from the drop-down.
7. Select OK.
8. Select Save.

Associate the Patient Connect Program with Booking Types

You will need to nominate the 'Booking' Patient Connect for each booking type that you would like to send an immediate message for.

1. Navigate to Admin > Diary and Booking > Booking Types.
2. Highlight a booking type.
3. Select the Other Settings tab.
4. Select the Edit button.
5. Use the Create Patient Connect drop-down to select the Patient Connect program.
6. Select Save.
7. Repeat Steps 2-6 for any additional booking types that should receive anmessage when a booking is created.
8. Restart HealthTrack.

Once a booking type has been configured, the nominated Patient Connect program will be automatically created for newly created bookings, and will carry out the actions defined. The Patient Connect program will not be created for existing bookings.

Why did the patient get two confirmations?

If a booking is rescheduled to a new date or time, the confirmation can be sent again. With a Notification Manager rule, moving the appointment re-arms the rule, so the patient receives a second confirmation for the new time. If the booking is edited without changing its date and time, the confirmation is only sent once.

Changed and cancelled bookings are separate messages

The steps in this article send a message when a booking is created. HealthTrack does not automatically message the patient when a booking is changed or cancelled unless separate messaging has been set up for your practice, and these screens cannot create that setup. If your practice needs appointment-changed or cancellation messages, contact HealthTrack support.