Notifying Clinician when appointment is made

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  • Idea
  • Updated 1 year ago
  • Planned
Hi Front Desk Team,

Thanks for your ongoing support. I wanted to see whether we can create a function where we can choose to email the practitioner when an appointment is being made. We have someone who works with 3 different systems and would benefit from knowing when someone books in at our Clinic.

Similar to how we can email when deleting appointments, but perhaps can we ticked in the appointment window.

Thanks!

Jane
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Better Life Centre

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Posted 3 years ago

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Western Region Health

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Hi Jane, you mention emailing when deleting an appointment, how does that work, my system doesn't give me that option and I know my practitioners would like that information if they can get it?
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Timothy, Business Care Manager

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Better Life Centre

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Hi Naomi,

When you right-click and select 'Delete Appointment', the following window pops up. 

1. Record as cancelled - you can write the reason for deletion and that will be recorded in the 'cancellation/reschedule' tabs

2. Email cancellation notification - You can write a message that can include the reason for deletion and future action to be taken if necessary.

To enable those options, go to
- System Information
- Appointment Book
- Warmings 

And tick the following preferences.

Hope this helps! :)

Jane


If that
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Western Region Health

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Thanks so much!
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Joanna

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Hi Jane, That's a brilliant idea. Although the option to SMS a practitioner (rather than emailing them) would be even better. Our practitioners also spend a lot of their time off-site and it would be amazing if they could be informed immediately via text about bookings. Thanks, Joanna
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Better Life Centre

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Agreed! It would be great to have the option to SMS as well, as we end up calling Clinicians with any urgent appointment cancellations or bookings anyway. 

:) Jane
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Sue DuPlessis

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this would be fantastic.  To sms and email.  Email is free and sms will end up costing .......
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Timothy, Business Care Manager

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Hi Jane. Thank you for your post, we will consider this for a future update!

To ensure all users are aware, it is possible to check your appointment schedule from a personal device by installing the Web Appointment Book and setting up iCal integration. More on these two features in the following articles:

Web Appointment Book: https://community.smartsoft.com.au/smartsoft/topics/access-your-front-desk-appointment-book-on-a-sma...

iCal setup: http://smartsoft.com.au/faqs/icalendar
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Joanna

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Has this been given any more consideration? 
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Timothy, Business Care Manager

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Hi Joanna. I have changed this post to planned as this item is on our future development list. 
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Joanna

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Thanks Timothy. Will it be enabled for SMS as well as email?
This would be great for our practitioners who are only in once or twice a month!  Of course, they use the Web Appt Book, and the receptionists email them their schedule a few days before they come, but still would be useful!
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Joanna

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Is there any development on this idea?
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Timothy, Business Care Manager

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Hi Joanna. This item is still on our development list and is moving closer to the top. This functionality will be introduced for appointments made in Front Desk, Web Appointment Book and the Patient Booking Gateway. 
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Joanna

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Brilliant Timothy. Can you also please make sure it is enabled for SMS as well. I know this is a more expensive option and therefore won't be used by everyone, but it would certainly be of value to us to be able to automatically and immediately notify clinicians when new appointments are made. 
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Timothy, Business Care Manager

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This feature will initially be email only. We will certainly be adding an SMS option in the future when we implement the change to the SMS functionality to allow it to operate in the background with no user intervention, which is planned for early next year.