Templates

Templates allows you to configure seven inbuilt responses to aid communication automation.  An example of this is when creating an appointment – an automatic confirmation is sent to the intended recipient. Likewise, if a patient misses an appointment without notice, a different response can be sent. Each of the response types can have a number of variations which, for example, you can customise for different customers.  A default system response template is used in the event that no custom template is available.  Default system responses are not available for editing.

Templates are created in the same way for each response type required.  Initially you will need to select the ‘Type’ of template you want to create from the Type dropdown list available.  ‘Type’ options are as follows:

• Appointment Completion

• Appointment No Show

• Client Portal Patient Password

• Client Portal Contact Password

• Invoice

• Appointment Completion

• Client Portal Contact notification

To illustrate template creation, let’s look at a customisable response for an appointment confirmation email.

Creating an appointment confirmation template

Possibly the most regularly used template is that relating to the Appointment Confirmation email.  Start with ‘Add a new template’.

Add a name for your template, ensure the ‘Type’ is selected as ‘Appointment Confirmation’.  Ensure  ‘Active’ is ticked.

 

If on appointment confirmation, you would also automatically like to send a PDF document (Terms and Conditions for example), use the ‘Browse’ button of selections - Attachment 1, Attachment 2 or Attachment 3 to locate the relevant file(s).  For security, only PDF documents are permitted for inclusion. IMPORTANT: Do not send personal data as attachments.

 

Using the associated file explorer, select the relevant file for inclusion in your template. 

 

The main body (contents) of your confirmation template can automatically pull various details about the recipient.  These are displayed as ‘Data Link Tags’. 

The most obvious data for inclusion will be the subject name [FIRSTNAME][SURNAME], clinic location [LOCATIONADDRESS] and appointment date/time [ARRIVALTIME].  To use Data Link Tags, you can copy and paste from the yellow box, or enter them in caps between square parenthesis, e.g. [FIRSTNAME] in the main body of the editor window.  Depending on the version of browser you are using, you may also copy graphics into the email text; Google Chrome for example allows this.

 

When satisfied, click ‘Save’.

 

Now, when you confirm a pending appointment, you will see your ‘Custom Appointment Confirmation’ template available for selection.  You can send as is or amend on the fly if you wish, including changing the email address and general content.