Special Message - How to Add A New Item

With 1-800 Notify, you can send out special custom phone or text messages based on an Excel spreadsheet that you upload.  You currently have two messages in place reschedule, been-a-while and want to add a third option called followup.  This article shows you how to get this done.

A sample of the Excel spreadsheet is attached to this article and is shown here:

special-excel-file-followup.png

In this example, there are two special messages already in place:

reschedule

TEXT:

<name>, due to scheduling conflicts, we apologize, but your upcoming appointment needs to be rescheduled. Please call the office of Dr. Smith as soon as possible at 811-111-1111. Thank you.

CALL:

Hello, this is the office of Doctor Smith, calling for <name>. We apologize, but your appointment needs to be re-scheduled, please give us a call as soon as possible at 811-111-1111. Thank you.

been-a-while

TEXT: 

It's been a while since we've seen you at Dr. Smith's office and we miss you. Call our office at 811-111-1111 to schedule an appointment. Mention this text and receive a free gift.
Reply STOP to opt-out.

CALL:

Hello, <name>. It's been a while, since we've seen you at Doctor Smith's office, and we miss you. We are asking you to please call our office at 811-111-1111 to schedule an appointment. Mention this call to receive a free gift. Thank you.

We want to add a 3rd option to the message called: 

followup

TEXT:

A friendly reminder from Dr. Smith's office.  <name>, our records show you are now due for a follow-up appointment. Please call us at 811-111-1111 to schedule your appointment soon.  Thank you.  Reply STOP to opt-out.

CALL:

A friendly reminder from Doctor Smith's office for <name>. Our records show you are now due for a follow-up appointment. Please call us at 811-111-1111 to schedule your appointment soon.  Thank you. 

STEP 1: Create the new Voice Call Synthetic Speech Item

- Click LIBRARY > Phone tab > Speech tab and click the + New button

- Type the name: special-followup-call

- Enter the speech text: Hello, <name>. It's been a while, since we've seen you at Doctor Smith's office, and we miss you. We are asking you to please call our office at 811-111-1111 to schedule an appointment. Mention this call to receive a free gift. Thank you.

- Click Save

special-synthetic-speech.png


STEP 2: Create a new Text Message

If the patient has a valid mobile phone (as determined by our national database), then the patient will receive a text message reminder instead of the phone call.

- Click LIBRARY > Text Message tab and click the + New button

- Type the name: special-followup-text

- Enter the text message:

A friendly reminder from Dr. Smith's office.  <name>, our records show you are now due for a follow-up appointment. Please call us at 811-111-1111 to schedule your appointment soon.  Thank you.  Reply STOP to opt-out.

- Click Save

 special-text-msg.png

 

STEP 3: Adjust the Special Reminder Message to include the New Call and Text Options

- Click LIBRARY > Reminders tab

- Locate and double-click on the Special_Reminder message or click it once, then click Modify.

special-locate-reminder-message-modify.png

- Click the Phone tab

- Highlight one of the existing rules by clicking the top row (without holding the SHIFT key). then press and hold the SHIFT key, and click on the bottom row.  The entire Rule should be highlighted as shown:

special-highlight-rule.png

- Now release the SHIFT key and press the CTRL key.

- Click on the blue highlighted rule and drag it down to COPY it.

You'll know you are copying the rule when you see the green PLUS sign next to the cursor.

special-copy-rule.png

- Now, click on the new rule you just copied to highlight it blue (just a single row in the rule is enough to highlight)

- Click the Edit Rule button

special-edit-rule.png

 

- Click on the Say tab and put a check mark next to the new message you just created.  In this case:

special-followup-call

- Click Submit

special-select-voice.png

- The new item you just added will be on the bottom of the list of actions.

- Click to drag it to the top.

- Highlight (click) on the old item and delete it by clicking the red X.

special-drag-delete.png

Your rule should now look like this below: 

Make sure the Exit() is below the new Say(special-followup-call) action

Click Submit to save it.

special-save-rule.png

Your Phone tab should now look similar to this:

special-phone-tab-after.png

 

Now you will repeat the process on the SMS tab to add the Text Message Option.

- Click the SMS tab

- Copy the bottom rule

- Edit the rule you just copied to reference the new follow up text

special-edit-sms-rule.png

- Your SMS tab should look like the image below with your new followup rule.

- Click Save

special-sms-tab-save.png

You're done - you've added the new followup type option phone call and text message to your Special Message!

If you run into any troubles, or have questions with this process, please give us a call at 1-800-939-1853 or email us at support@1800notify.com.  

 

 

 

 

 

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