Appointment Reminders & Confirmations - Email

Keeping patients informed and engaged with their appointments helps reduce no-shows and improve clinic efficiency. MediRecords allows providers to send email appointment reminders that let patients confirm or cancel their appointments directly, as well as add them to their Google, Outlook, or device calendar.

This article explains how to configure email reminders for providers, add or resend reminders for specific appointments, and understand how patient confirmations or cancellations are reflected in the appointment book in real time.

Contents:

1. Provider Configuration

2. Adding an Email Reminder to an Appointment

3. Resending an Email Reminder

4. Email Notification & Confirmation Process

Provider Configuration

When email notifications are enabled, patients will automatically receive an email when a new appointment is booked. This setting is applied at the user level.

To enable this feature, go to More > Settings > Subscription Details.

Select Users, and tick the checkbox next to the user’s name, then choose Configure.


 

In the configuration page, select Appointments, then tick the option to Send email notification to patient and click Save.

 

Once enabled, all future appointments for that provider will send email notifications if the patient file has a recorded email address. Updates to existing appointments will also trigger a new email with the updated details.

Note: Deactivating this function will prevent the blue envelope icon from appearing in the appointment.

Adding an Email Reminder to an Appointment

1. When you open an appointment, you will see an envelope icon. 

2. To activate the email reminder, make sure there is an email address in the patient’s email field. 

3. Select the blue envelope and then select Save to send the reminder automatically.

Note: The email reminder is generated automatically by the system and includes the appointment details. The format of this reminder cannot be modified.

Resending an Email Reminder

You can resend a reminder by opening the appointment, selecting the More drop-down on the top right, and choosing Send Email Reminder. Once sent, you can close the appointment screen.

Email Notification & Confirmation Process

1. For new and updated appointments, the patient will receive an email with details of the appointment, provider, and practice. The email includes a confirmation widget that allows the patient to confirm or cancel directly.

   

   
    

2. When the patient selects Confirm, the appointment book updates in real time, changing the appointment status to confirmed.

   

    

3. When the patient selects Cancel, the appointment status is updated to cancelled.

   

   

    

4. Patients also have the option to add the appointment to their Google, Outlook, or device calendar by selecting Add to My Calendar and choosing their preferred calendar type.