How to setup Booking reminders
The Notification Manager controls all SMS and email notifications sent from HealthTrack to patients. It can be used to create message templates, set delivery rules, and manage when messages are sent.
Access the Notification Manager from Admin > Notifications > Notification Manager.
Notification Manager layout
The Notification Manager has three sections:
| Messages | Lists all configured message templates. Create, edit, or delete messages here. |
| Message Description | The right-hand side panel where you enter and edit the message text, subject (for emails), and insert tags. |
| Rules for Message | Defines which booking types trigger the message and when it is sent (e.g. 2 hours before a booking). |
Setting up SMS messages
The steps below create an SMS notification. To create an email notification instead, see Setting up email messages.
- In the Messages section, click
New.
By default, Default New Messages is ticked. This pre-fills the message with a standard reminder template. Un-tick it before clicking New to start with a blank message.
- Enter a Description for the message - for example, an appointment reminder.
You can see how the tags will populate in the message by selecting the 'Preview' tab.
- In the Message field, enter or edit the message text as required.
- Use the Available Tags drop-down to insert patient-specific data (booking date, patient name, location, etc.), then click
Insert Tag.
- Use the Available Tags drop-down to insert patient-specific data (booking date, patient name, location, etc.), then click
- Use the Questionnaire Invites drop-down to insert any relevant Questionnaire links (patient registration, patient consent etc.), then click
Insert Tag.
- Click
Save.
The message will now be listed in the Messages section. Click Edit at any time to modify it.
Add rules to a message
Rules control which booking types trigger the message and how long before or after the booking it is sent. A single message can have multiple rules.
- Select the message in the Messages section, then in the Rules for Message section, click
New.
- Select the booking type this message applies to from the Select Booking Type list, then click
Select.
- Enter how many hours before or after the booking the message should be sent and when the rule should expire.
- To configure the message to send when the booking is in a particular status, tick any required check-boxes.
- To restrict when messages send, click the Time of day to send drop-down and select an option .
Use the Examples? button to preview when messages will be sent with each option.
Repeat these steps to add rules for additional booking types that use the same message template.
Edit or delete messages and rules
Select any message or rule and click Edit or Delete.
All rules attached to a message must be deleted before the message itself can be deleted. A warning appears if you try to delete a message that still has rules.
SMS auto-confirmation
When a patient replies to an SMS notification, HealthTrack automatically confirms the booking if the reply contains one of the following words:
- OK
- Y
- YES
- TY
- THANKS
- THANK YOU
- CONFIRM
- CONFIRMED
If the reply does not match, HealthTrack creates a task containing the message for review and follow-up.
Setting up email messages
Creating an email message follows the same steps as creating an SMS message, with one addition: enter a subject line in the Email Subject field.
You can view sent and received Email and SMS messages via Admin > Notifications & Messages > View Messages. For more detail review our article: How to view messages sent to a patient.