Emailing Appointment Cancellations to Practitioners

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  • Updated 3 years ago
  • (Edited)
In the latest version of Front Desk, practitioners can automatically receive an email notification when a patient cancels their appointment.

To enable this, first open up the practitioner’s file and ensure a valid email address is entered. Secondly, tick the box Email practitioner when an appointment is cancelled located on the Appointment Book tab to confirm the practitioner wants to receive cancellation notifications. 

It’s as simple as that! Now whenever an appointment booked with that practitioner is cancelled within Front Desk, an email will automatically be sent to the nominated email address.

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Steven, Business Care

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Posted 4 years ago

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Joanna

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Thanks! What happens if an appointment is rescheduled using the Change Appointment functionality?
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Timothy, Business Care Manager

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Hi Joanna

If you're using the 'Change Appointment' function, a cancellation email will not be sent. The email notification will only be sent to the practitioner if staff select the 'Delete Appointment' option. If a practitioner has enabled cancellation notifications, when clicking 'Delete Appointment' you'll see and extra tick box as below:



:)
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Joanna

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Thanks!
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Hand Works

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Love this :)
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Benjamin Muir

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This is great, but it would follow that you also have an option for when appointments are made as well. Is this in the works or already possibly?
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Josie Tropeano, Product Manager

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Emailing practitioners when individual appointments are made is not currently available.  Our concern is that for some practitioners this will be 100's of emails per month and also a possible additional step when making appointments.  Do practitioners really want to be alerted to every new appointment as it is made? :)  We believe cancelations is a different case. 

What we are recommending is implementing the ICal functionality so that practitioner can have an up-to-date view of their appointment book when outside of the office.

iCalendar Integration with your iOS 7 device

iCalendar Integration with Microsoft Outlook 2010

iCalendar Integration with MAC OS Calendar

(Edited)
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Benjamin Muir

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I agree some practitioners this would be a lot of emails. However, the beauty of something like this being optional it would serve certain practitioners perfectly. I know it would be useful for my massage therapists. When I told them about the cancellation email, the first thing they asked about was can this be done for appointments made. Cliniko does it.

I'll look into the ical and how it can work with google calendar. I remember Smartsoft saying there is an issue with google calendar and ical, but hopefully a google search points me in the right direction.
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Josie Tropeano, Product Manager

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Thank you for providing the feed back regarding practitioners with a low volume of appointments that would prefer to be notified for each appointment.

ICal does work with google calendar with some precautions. This calendar will ignore the ICal standard for application set refresh times and will update at random times, which means you may miss out on seeing very recent appointments.  Probably ok out of the office but not for use at work to see which patient is next.
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Benjamin Muir

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It's mainly wanted as an out of office notification rather than in office. When I have some time to kill I'll play around with the ICal. Thanks for your help.
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Kat

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Further to this, I'm wondering if you would consider allowing a similar functionality to occur when an attachment is placed on a patient file.  For example, an xray report is attached & I would like a notification to be emailed to the practitioner.  I would also like to see an option to notify for rescheduled appointments?
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Joanna

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Benjamin's suggestion would be great if its possible!
An SMS notification would be even better!
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HandsOn

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We are using this feature which is great, but it would be good to have additional information in the subject heading the practitioner receives.  For example, the date of the appointment which was cancelled.  This would allow our practitioners to see if it immediately effects their day or it's something at a later date which wouldn't really bother them, without having to look through the body of each and every email.
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Timothy, Business Care Manager

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Hi HandsOn. We think this is a great suggestion! We'll add this to our development list and will post to let you know when it's released.
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Stacy Budlender

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i would like to be able to have a daily agenda emailed to practitioners. Mainly for part-timers so can can have their start time and their day planned. An email the night before would be great.