Manually Distributed Reminders - Emails

eVetPractice allows you to send automated emails for patient service and appointment reminders in the form of Nightly Tasks (Setting Up Nightly Tasks); however, these automated reminders are generic because every reminder is sent using the same Nightly Task email format. If you would like to create a specific reminder email for certain types of reminders, then you can create those here.

CREATING THE REMINDER TEMPLATE

The Reminder Template section of eVetPractice allows you to create custom reminders for different appointment types and service reminders. Your site will come a few standard reminders, but you can create as many different Email, SMS, and Postcard reminders as you wish. You can also edit the preset reminders that came with your system.

  • Navigate to the Settings Menu via the Gear Icon
  • Click on Reminder Setup
  • From here you can edit existing reminders by clicking the edit pencils next to them or create new ones by clicking "Add Email Template," "Add SMS Template," or "Add Postcard Template." 

To edit an existing or create a new email reminder, you will need to fill out the following fields:

  1. Name - This is the internal name that you will see when you choose which template to use
  2. Subject - This is the subject of the email that your client will see.
  3. This is the body of the email.
  4. Click Save when you are done.

RUNNING THE PATIENT REMINDERS REPORT

Once you have created your reminder template, you will need to run the Patient Reminders Report to distribute your reminders.

  • Navigate to the Home screen
  • Click Reports in the blue home menu.

  • To run and/or edit the patient reminders report click on the edit pencil next to it

  • From here you can view past reports by clicking on either the View, PDF, or Excel icons next to the past report, or if you want to create a new report click "New Run"

This will bring you to the following screen where you can apply certain filters:

  1. Report Run Name - You will need to give the report a name. Typically this would be something like "October Email Reminders"
  2. Start Date - This is the date you want the system to start looking for reminders due. If you want expired reminders to show up you will need the start date to be a past date that way you can pick up any reminders that were due previously and that are possibly expired so that you can remind your clients again.
  3. End date / Number of Days past Start - You will need to enter the number of days past start and NOT the end date. The end date is derived entirely from the number of days past start, so even if you put in a date that is a year in the future, if the number of dates past start is only 30 days, the report will only look 30 days past the start date.
  4.  Types - This is where you choose which types of reminders you want to send. For email reminders you will only want to choose EXTERNAL (General, Wellness, and Recheck) reminders. Callback reminders should not be sent in an email to your client. For more information on external vs. internal reminders please see this article - Reminder System Overview
  5. Classification / Client Status - This is where you can choose to send emails to only certain classifications and/or statuses of clients, if you have these set up.
  6. Sort by - This will allow you to sort your clients a certain way. This is not typically required when sending email reminders.
  7. Species - You can choose to only send reminders for a certain species.
  8. Click Generate when you are done choosing your filters

Once you click Generate you will see a list of all your reminders. From here you can send your reminders by clicking "Distribute List."

Once you click Distribute List the following screen will appear:

  1. Reminder Template - You will need to choose which reminder template you want to send.
  2. Message Information - This is the message that you configured in the Reminder Setup section (defined at the beginning of this article). You can edit the reminder template for this specific run here if you wish.
  3. Check All Emails - This will check off all clients for whom you have an email address on this report to be included in the email reminders run.
  4. Check All Emails Not Already Sent - This will allow you to send emails to clients who have not already been sent an email via the Nightly Tasks.
  5. Process - This will send out all the emails checked off below.

 

RUNNING THE APPOINTMENT REMINDERS REPORT

  • Navigate to the Home screen
  • Click Reports in the blue home menu.

  • To run and/or edit the appointment reminders report click on the edit pencil next to it

  • From here you can view past reports by clicking on either the View, PDF, or Excel icons next to the past report, or if you want to create a new report click "New Run"

  • This will bring you to the following screen where you can apply certain filters:

  1. Report Run Name: You will need to give the report a name. Typically this would be something like "Surgical Appointments 10/5 - 10/10"
  2. Start/End Date: This is the time frame for which you would like the report to pull appointments.
  3. Include incomplete/complete: Typically you would only include incomplete appointments
  4. Appointment Types: This is where you could choose which types of appointments for which you would like to send this email. This is typically used when you do not want to include Surgical (or another type) appointments in with the Nightly Tasks because you wish to use a customized email template for this reminder. Here you would choose which appointment types should use the appointment reminder template.
  5. Provider: You can choose to only send it by appointments that are assigned to a certain provider.
  6. Client Information: You can further sort your report by these fields.
  7. Patient Information: You can pull the report for a certain patient (not typically used).
  8. Click Generate when done.

Once you click Generate you will see a list of all your appointments. From here you can send your reminders by clicking "Distribute List."

Once you click distribute list you can choose your reminder template, check off to whom you would like the reminders to be sent, and click Process as outlined above.

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