Hi!
Do you need to send a reminder email or SMS for a Telehealth appointment?
In this article, you will learn how to set up a trigger so that an email or SMS is sent before a patient's Telehealth appointment. It comes in handy to remind them as well as for them to let you know if they need to make changes to their appointment. They may also need to be reminded of the Telehealth link. Here's how to set it up:
✉️ Sending an email ✉️
☝️ Set up a transactional (smart) email
Click here for a full explanation on Transactional (smart) emails.
To set up your email, go to 'send email', click on 'transactional' and select 'create an email'. Fill out the sections with the correct information.
Name this email - Use a name that appropriately describes this email.
e.g 'Telehealth appointment reminder'Write a subject line - This can be the same name as above or you can make it more appealing for the patient as this is what they will see in their inbox. Here you can also add email variables. You can also add emojis as well by right-clicking in the text box and selecting 'emoji & symbols'.
e.g Hi [patientfirstname], here's your link for your Telehealth appointment today.Who is it from? - You will need to insert who this email will be coming from. To fill out this section you will need to add the name of the sender in the left box and then the name that will appear at the front of the email in the second box. You can use personalised variables in these sections. From the drop-down menu you will select which domain it will be sent from. It is ideal to send these from your own domain. If you have not set this up yet, read this 👉🏻article👈🏻. If you need to use our domain name, you will want to use a different reply-to address by clicking the link and inserting your email.
Add recipients to a list - Add to a list is not required in this scenario so select 'do not add to a list'.
Build your email - Once you select this you will see templates and existing emails. You can use one of these by editing the content to suit the email you are creating. In this email, you will want to add any information needed for the appointment as well as the Telehealth link which you can add using the personalised variable [telehealthlink].
When you have finished with the email builder it will take you back to the create smart email page and you can select 'finish'.
🚨 IGNORE the pop up that says 'Ready to start triggering', Peptalkr does everything automatically for you. This message will disappear as soon as you trigger your first email.🚨
For more in-depth information on transaction emails and the email builder check out these articles:
Now you are ready to set up the trigger for this email!!
✌️Set the trigger
To do this go to 'Triggers' and click the + button in the top right.
Here will be the 7 step process to fill out.
1 - Name this email trigger - You will call this trigger something that describes the reason this trigger is set.
💡EXAMPLE💡Telehealth reminder - day of the appointment.
Select 'Automated recurring 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 message is being sent due to a patient's interaction with your business and is not intended for marketing purposes. If you believe it may be considered a marketing message and you were to select 'Yes', this email will only send to those that have opted in to receive marketing emails. Click 'next'.
3 - When should this email be sent? - Here you will select 'Before the appointment'. You can select the exact time that this will happen by using the drop-down box. Keep 'Is this a reminder' selected. By clicking 'include last-minute bookings' it will also send to patients who booked in the time frame you have set the trigger to. Click 'next'.
4 - Who should receive it? - Here you will have the options as to what filters can be set. You will be able to set the 'appointment type' for those with a Telehealth appointment in the drop-down box. Click 'next'.
5 - How often should they receive it? - Here you can select 'Every time the conditions are met'. Select 'next'.
6 - Which template should it send? - In this drop-down box you will need to select the Telehealth transactional email template that you have already set up. Select 'next'.
7 - Summary - Make sure all of the information is correct and select 'finish'.
🎉 Congratulations! Your email trigger is now set up. 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'.
📱Sending an SMS📱
💫 Go to 'Send SMS' and click the + button in the top right.
1 - Name this email trigger - You will call this trigger something that describes the reason this trigger is set.
💡EXAMPLE💡Telehealth reminder - day of appointment
Select 'Automated recurring' 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 message is being sent due to a patient's interaction with your business and is not intended for marketing purposes. If you believe it may be considered a marketing message and you were to select 'Yes', this email will only send to those that have opted in to receive marketing emails. Click 'next'.
3 - When should this email be sent? - Here you will select either 'Before the appointment'. You can select the exact time that this will happen by using the drop-down box. Keep 'Is this a reminder' selected. By clicking 'include last-minute bookings' it will also send to patients who booked in the time frame you have set the trigger to. Click 'next'.
4 - Who should receive it? - Here you will have the options as to what filters can be set.. You will be able to set the 'appointment type' for those with a Telehealth appointment in the drop-down box. Click 'next'.
5 - How often should they receive it? - Here you can select 'Every time the conditions are met'. 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 will want to include the Telehealth link. 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.