Sending Email & SMS Visit Reminders in OfficePro

You can easily send email reminders to patients who have upcoming visits scheduled for the next day or any day within the next two weeks. Follow these steps to ensure your patients are reminded of their appointments.

How to Send Email Reminders

From the Home screen, click Email Visit Reminders in the Messages and Reminders box.

The Visit Reminders window displays a list of upcoming visits that haven’t had reminders sent yet. You can select:

• Date Range: Choose a predefined range like this week, next week, or the following week, or select a specific date within the next two weeks.
• Envelope Icons: These indicate which patients have email addresses on file.

Use the checkboxes to exclude any visits for which you do not want to send reminders.

When you're ready, click Send Reminders to email reminders for all the selected visits.

Handling Missing Email Addresses

After sending the reminders, OfficePro will display a list of successfully sent emails, followed by a list of patients who could not receive reminders because no email address was on file. Next to these patients' visits, their phone numbers will be listed, allowing you to follow up with a phone call.

Once you've made the calls, click Mark Reminded next to each phone call entry to note that the patient was reminded by phone.

The next time you open the Visit Reminders window, visits that have already received a reminder or were marked as reminded by phone will not be checked by default. This prevents duplicate reminders from being sent unless you manually check the visit to include it in the next batch.

Quick Access to Next Day Reminders

If you just need to send reminders for the next day, you can do so from the top menu on any page. Look for the bell icon in the messages area near the upper-right corner of the screen.

• If there are visits scheduled for tomorrow that haven’t received reminders, the bell will appear in color, and a number will display next to it, indicating how many visits need reminders.
• If no reminders are needed, the bell will be grey, and the number next to it will show zero.

Click the bell icon to open a small Email Reminders window, which only shows the visits scheduled for the next day. As with the main Visit Reminders window, only unchecked visits will appear, and you can use the checkboxes to exclude specific visits as needed.

Click Send Email Reminders to send reminders for the selected visits. Any patients without email addresses on file will appear in a phone list, so you can follow up with a phone call.

Customizing Your Email Reminders

You can view or modify the text of your email reminders in the Email Settings tab, located in Admin -> General Settings.

For more detailed instructions on customizing your email settings, refer to the Configuration video on Email Settings, or check out the Knowledge Base articles on Email Settings and Using Gmail With OfficePro.