Appointment Reminders for Google Calendar - Phone & Text - FORMATTING CALENDAR ENTRIES and SEEING RESULTS

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In order to get automated appointment reminders going from Google Calendar (and see the results right in your own Google Calendar) you'll need to format your calendar events in a specific way as shown in this article.

BEFORE YOU DO THIS...  You need to Authorize Google Calendar to talk to your 1-800 Notify account by following the steps in this related article: https://1800notify.zendesk.com/hc/en-us/articles/205166233

 

Enter Your Appointments in Google Calendar in a Specific Format

We can work with just about any format you like, but we are showing here a simple format with just the basic information needed to send a reminder.

Last, First, Phone Number, (Optional Additional Information)

Depending on how you setup your account with 1-800 NOTIFY, the Additional information can be used to do different things.

 

OPTIONAL INFORMATION Example: Communication Preference - "T" or "TEXT" for Text and "C" or "CALL" for Call - to force either a text message or phone call to be sent.  If you don't specify, the 1-800 Notify system can auto-detect the type of phone number MOBILE or LANDLINE and send a Text Message or Phone Call automatically.  This special code allows you to override the automated detection and send a phone call to a mobile phone, if your patient preference is a call.

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OPTIONAL INFORMATION Example: Appointment Type - if you put "NEW" then we could send a special new patient appointment reminder.

NOTE: If you already have the info. in the calendar with a little different format, just contact us at 1-800-939-1853 and we'll work with you - no problem! 

SEEING RESULTS INSIDE GOOGLE CALENDAR

Once the reminders are sent out and the calls / texts are completed or when the patient responds to a text message, you will begin to see the results inside your Google Calendar in square brackets as shown below.

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[Appointment confirmed] = Person received a phone call and pressed 1 to confirm.

[Appointment confirmed (Y)] = Person received a text message reminder and replied "Y" to confirm.

[Left message] = We detected a 'beep' and left a voice mail message.

[Transfer to office] = A person answered and then pressed 2 to transfer to your office to change or cancel their appointment.

[Person answered] = A person answered the phone and then hung up before pressing 1 or 2.  You don't really know if they are confirming or not.  In these cases, it's best to remind the person to press 1 if they are planning on attending their appointment.

[Busy or no answer] = We tried to call 4 times over 45 minutes, but could not get a person or voice mail to pick up.

[Text message sent] = A text message was sent, but the person did not reply yet.

 

 

 

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