In this article you will learn how to send transactional emails and/or SMS when a medical alert is added to a patient file. This is particularly useful when you have a patient who needs some specific notes, videos or links to resources about their visit.
Click here for an introduction to medical alerts
💡 TIP: You can also set these emails and/or SMS to follow up about something you have discussed during the appointment a day or so later. This can include asking whether they have any questions about the message or to send additional videos and links etc.
✉️ Sending an email ✉️
👉🏻You will need to have an email template set up specifically for the medical alert you would like to send (not needed for SMS).
Click these links to see how to set up a transactional email template:
Once you have your template, here's how to set your trigger:
STEP 1: Head over to the 'Triggers' tab.
STEP 2: To add a new trigger click on the + in the top right.
STEP 3: Now you can fill out the trigger builder:
Name this email trigger.
Here you will need to name the trigger in a way that will be easy to recognise. (For the example we will use 'Knee exercise videos (Medical Alert). Click on 'Automated recurring' and press Next in the bottom right.
Is this a Marketing Message?
Select 'No' and then Next
When should this email be sent?
Here you have the choice as to when you would like the patient to receive the information. For the medical alert we will set it up as 'After a medical alert is added to a patient file'. Add the desired time and then select Next.
💡 You can set it up so that the patient receives the email during the appointment or set it up so they will receive it an hour later so that it will arrive in their inbox when they get home.
Who should receive it?
Using the dropdown box in 'Medical Alert', select the triggers that you will use to activate the medical alert. If an alert does not already exist click on the 'Here's how' link to create one. Then click Next.
💡 TIP: When you are creating your medical alerts specifically for these triggered emails be clear and specific with the name. It is also a good idea to have a list of all triggers in an excel document or somewhere that the exact name can be copied and pasted from to avoid entering the incorrect names. For example, add '*peptalkr' to the name so that everyone using your system knows that this is a triggered task. A good idea to keep track of your medical alerts is to create a fake patient/client named PEPTALKR and create medical alerts that you want to use with Peptalkr. This way they will appear in the dropdown box.
How often should they receive it?
Select 'Every time the conditions are met'. Then press Next.
👉🏻 Selecting 'Every time the conditions are met' will ensure that every time the alert is added to a patient file it will send. This means if you were to delete and re-add the alert it will be re-sent to the patient.
Which template should it send?
Here you will select the correct template for the Medical Alert from the dropdown box.
Here you can check to make sure all the fields are correct before clicking Finish
STEP 4: Finish and activate:
Once you have completed the trigger builder you will need to activate it on the triggers page and then you are good to go.
Once you have set up this trigger, here is an article to show you how to trigger this in the patient's file.
📱Sending an SMS📱
💫 Go to 'Send SMS' and click the + button in the top right.
1 - Name this SMS trigger - You will call this trigger something that describes the reason this trigger is set.
Select 'Automated reoccurring' to ensure this will send every time the trigger conditions are met. Click 'next'
2 - Is this a Marketing message? - No. This is not a marketing message. This SMS is being sent due to a patient's experience and is not intended for marketing purposes. If you believe it may be considered a marketing message and you were to select 'Yes', this SMS will only send to those that have opted in to receive marketing emails. Click 'next'.
3 - When should this SMS be sent? - Here you will select either 'After an appointment'. You can select the exact time that this will happen by using the drop-down box. Click 'next'.
4 - Who should receive it? - Here you will have the options as to what filters you can set for the SMS. To set a medical alert as the filter you will select 'Other'. You will then want to find the medical alert by searching through the list on the right. Click 'next'.
5 - How often should they receive it? - Here you can select 'Every time the conditions are met' OR you could select 'Once ever'. If you select 'Every time the conditions are met' it will send every time this medical alert is added to a patient's file. If you select 'Once ever', the patient will only receive this the first time the medical alert is added. Select 'next'.
6 - What should the SMS say? - Here you will need to write out what you would like the SMS to say. Here you can use personalised variations that will auto-fill depending on the patient's file information. In this SMS you might want to include a link to a website or video on Vimeo. It will look a little something like this:
✨Note: It is very typical that an SMS will be at least 2 messages. Your personalised variables can also affect this so be mindful of that. ✨
Once you have your SMS typed out you can select 'next'
7 - Summary - Make sure all of the information is correct and select 'finish'.
💥 YAY!!! You have set a trigger for an SMS. When you are ready you will just need to change the status of the trigger to 'ON' by finding the trigger in your list and clicking 'OFF' until it turns green and says 'ON'.
If you have any questions, don't hesitate to message us.