Email Appointment Notifications and Calendar Invites

Email Appointment Notifications and Calendar Invites 

This article will provide instruction on how to send email appointment reminders to patients. We will demonstrate how the patient can add the appointment to their google, outlook or device calendar, confirm or cancel a specific appointment, and how this will be reflected in the appointment book in real time. 

Provider Configuration 

Enabling email notifications will prompt an email to be automatically sent to the patient when booking a new appointment. This feature is enabled on a user level.

1. To configure the user, select More, followed by Setting, then select Subscription Details.

2. Click Users

3. Then select the checkbox next to the user's name, then select Configure.

    

    

4. You will be presented with the user configuration page. Select Appointments, then select the check box next to Send email notification to patient followed by Save.

5. When future appointments are booked for this provider, given a valid email address is recorded in the patient record, an email notification will be sent to the patient. All updates to existing appointments will prompt a new email to be sent to the patient with updated appointment information.

Adding Email to Patient’s record and Appointment Tile

The Patient's email address will need to be entered into the patient record for the email notifications to be sent. The patients' email address can be entered by:

1. Opening the patient record then selecting Details.

2. Enter the email into the Demographics tab in the Contact Details section. 

3. Enter the email into the email field, then select Save.

4. Alternatively, this can be done when creating a new appointment or editing an existing appointment. Open the appointment tile to view an appointment. 

5. The grey envelope indicates that the email reminders are configured but not active. To send an email notification, enter the email address in the email field. The grey envelope will turn blue to indicate that the email notification is active and will be sent.

    

6. Select Save to confirm. 

7. To inactivate the email notification for a specific appointment, select the envelope so that it is displaying as grey, then select Save.

Email Notification and Appointment Confirmation 

For new and updated appointments, an email will be sent as per the below image.

This email contains details of the appointment, provider and practice as well as an appointment confirmation widget for the patient to confirm or cancel their appointment. Once they select confirm they will be presented will the appointment confirmation link below.

The patient can create a calendar entry to their google, outlook or device calendars by selecting Add to My Calendar then select the calendar type from the list of available calendars

Once the patient has confirmed or cancelled their appointment. Your MediRecords appointment book will update in real-time. If the patient confirms their appointment, the appointment book will update to the appointment status to confirmed.

If the patient cancels their appointment, the appointment status will be updated to cancelled.