Appointment Reminder Calls and Texts from QuickEMR (QuickEMR v8)

This article will help you utilize the appointment reminder calls and texts from QuickEMR version 8 and higher.  If you are on version 7, then please see this related article

1.0 Getting Started:

Please contact 1-800 Notify by calling us at 1-800-939-1853 or emailing us at [e-mail] and we will begin the setup process for your Text and/or Call Reminders.

Please email us your CLIENT CODE and your FACILITY CODE (or all your Facility codes, if you have more than one facility or clinic).

1.1  CLIENT CODE:

Finding your CLIENT CODE:  Look at the top of your web browser screen in the web address (URL) when you are logged into QuickEMR.  Your client code will be shown right after quickemr.com/

https://server1.quickemr.com/{clientcode}/other/stuff

1.2 FACILITY CODE(S):

Finding your FACILITY CODE(s):  From then menu, choose Lists > Facilities

On the list screen, look for the CODE in the first column.

2.0 Preparing QuickEMR for Appointment Reminders:

2.1 Go to Settings in QuickEMR from the menu, then

1- click on Connect. 

2- Under SMS/Voice Providers, click the radio button next to 1 800 Notify.

3- Click SAVE.

AUTOMATICALLY SENDING REMINDERS:

If you want to automatically send the reminders, please check the box "Automate Reminders"

Then adjust the schedule for which day of the week and you want your Appointment Reminders to be sent.

You can also automate some other types of messages:

2.2 Preparing patients to receive a Text and / or Call Reminder

In QuickEMR,

1- Select Lists > Cases/Patients

2- Search for the patient in the search box.

3- Click on the underlined case number.

1- Click Patient

2- In the Phone Numbers area

3- To add a phone number, click Add.

4- To have this patient receive text message reminders, check that box. 

To have them receive call reminders, check that box. 

NOTE: Checking both boxes will send both reminder types for each appt.

5- Click Save

6- When you check the boxes, you'll see R (for reminders) under the T (Text) and (C) call reminder box

ALERT: If you check both Reminder Calls AND Reminder Text Message boxes, this patient will receive ONLY a Reminder Call.

You can also set the preference for the patient language:

NOTE: Currently 1800 Notify can support only English and Spanish.  But this setup needs to be done prior to sending your messages.

IMPORTANT: Please contact 1800 Notify by email at [e-mail] for help with language setup.

3.0 DAILY ROUTINE - Manually Sending the Reminders and Checking Results - FOR EXAMPLE SENDING A CLOSURE NOTICE

NOTE: All your messages, including closure notices need to be set up in advance with 1800 Notify - please email [e-mail]

3.1 Sending the Daily Reminders

From the menu, select Schedule > Reminder Calls > Reminder Calls

On the Reminder Calls screen:

- Adjust the date to the date of the appointments for which you want to send reminders.

- Adjust the Facility or select All Facilities

- Adjust Providers or select All Providers

Click Find Reminders

NOTE: If a reminder was already sent to this patient for this appointment, the "Send" box will be unchecked and you can re-send a reminder by re-checking the Send box (see final reminder in the list below).

  PREVENTING DUPLICATE REMINDER JOBS

Our system will not allow you to send an entire reminder job (calls/texts) that is identical to one that you recently sent.  This is to prevent accidentally sending the same reminders to the same patients multiple times (by accident).  You can get around this by making one change - e.g. If you un-check a single reminder, then you can re-send all the rest.  

You can also adjust the date/time when the reminders start sending at the bottom of the screen the Send Date and the Send Time.  If you don't touch them, the reminders will send out very quickly (assuming you are uploading between 9am and 8pm local time.  If you upload after 8pm, then the reminders will start the next morning at 9am local time.

When ready, click the Upload button. 

3.2 Getting the Reminder Results

From the menu, select Schedule > Reminder Calls > Reminder Call Log

In the Reminder Call Log screen,

First, look to see if the Job Status is Completed.  (Pending means it's still running).

Then click the Underlined Job ID to see the actual reminder results listed below.

See this related article for a description of all the possible Reminder Results you might see in the Info column.