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Sending follow ups manually (with a medical alert) VS fully automated
Sending follow ups manually (with a medical alert) VS fully automated
Monique Clark avatar
Written by Monique Clark
Updated over 4 months ago

Looking to send a follow up email to a client after an appointment? E.g. to check in with them, or to prompt them to schedule another appointment? This article proposes two unique methods of doing this for you to consider.

Manual or Automated?

A fully automated follow up system sounds great - but it doesn't always make sense - particularly if you want to decide who to follow up based on your personal interactions with them, or you have complex targeting requirements that need a bit of human overview.

Peptalkr has advanced capabilities when it comes to targeting clients, so let's look at what's possible, and what to do when you need a bit more manual control.

When to automate

Peptalkr allows to to automate follow ups with the following controls:

Timing

You can select how many hours or days after an an appointment it should send

Targeting

You can use any combination of the following to determine who should receive a follow up:

  • Appointment type

  • Appointment category

  • Appointment count

  • Whether they have another appointment scheduled:

    • of the same type

    • of the same category

    • of any kind

  • Which practitioner they saw

  • Which business location they visited

There are endless possibilities when you use the above combination of filters - so we encourage you to try it out as you might be surprised how flexible they are.

When to consider manual

Here's some reasons why manual might make sense:

  1. You want to cherry pick who gets followed-up and when, on a case-by-case basis.

  2. You only want to send follow ups to patient's based on how far in the future their next appointment is.

  3. You have complex timing requirements - timing differs for various types of patients that our above filters don't cover.

The solution

The good news is - even the 'manual' approach to Peptalkr follow ups is still mostly automated:

  • The email itself can be pre-built/designed

  • The actual 'sending' of the email can be automated - you just need to manually 'trigger' it (more on that in a moment)

  • You can create various versions of your follow ups for different needs, with different timings for each

How to do it

You can use Cliniko's Medical Alerts as a tagging system - enabling you to trigger emails on the fly by simply adding a medical alert to a patient file.

Firstly, have a think about the types of follow ups you want.

Here's an example setup for a follow up email (not a recall):

You want a manual 1 week follow up, and a 2 week follow up.

You create two medical alerts:

  1. 1wkfup

  2. 2wkfup

You simply add one of these medical alerts to the patient file during or after an appointment, knowing they will follow up the patient exactly 1 or 2 weeks later.

After 1 week, Mrs Apple Orange receives a follow up email:

Easy, right?

Here's the specific tutorials you'll need:

  1. Send a recall to a patient, but only if they have a particular medical alert (this option is better for when your follow up should only send if the patient hasn't booked another appointment)

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