Confirmation Email
Confirmation Email
Confirmation Email:
The confirmation email is sent to the patient after their appointment is booked. It recaps their appointment details with the option to reschedule and provides a link to their questionnaire.
How it works:
It can include up to 6 sections:
Header: This includes your Logo, Header Line 1 & the Email Subject Line.
Template Copy: This is found under the Setup menu > Email Templates > Click the EDIT button beside the email template. Edit and Save.
Appointment Details: These will be pulled from the appointment. Use the preview button to see which details are included. (This is found under the Setup menu > Email Templates > Click the PREVIEW button beside the email template.)
Email Note: There is the option to include a personal note in the patients confirmation email when booking their appointment internally.
Questionnaire Link: This is included in most email templates by default, but it can be turned off in the service line setup if needed. (This is found under the Setup menu > Service Line Setup > Choose Service Line > Uncheck 'Include link to Questionnaire in Confirmation Email') The sentence 'Please follow the link below and fill out the questionnaire prior to your appointment.' goes hand in hand with the link.
Appointment Preparation: If you would like to include a service line specific message it will need to go here. To add or edit go to the Setup menu > Service Line Setup > Choose Service Line > Text Blocks tab > Select Text block to edit: Appt Prep. Click the edit button to input and edit copy. If this copy should be included in follow-up appt confirmation email as well check on the box 'Apply to Follow-up'.
Footer: This information is pulled from your Branch Preferences.
How is the confirmation email sent?
- This happens automatically when a patients books online.
- If the appointment is booked internally you have the option to turn this off, but generally happens automatically as long as the patients email address is included in their profile.
How can I ensure the confirmation email was sent?
You can view the appointment and look to the 'Send confirmation email' link (right above the health profile questionnaire, see attached) there should be a time stamp beside the link, this is when it was sent. If it was not sent it will say 'Not Sent'.
How can I ensure the patient has filled out the questionnaire?
The 'Link Followed' time stamp lets you know when the patient clicked the link to fill out the questionnaire.
How do I resend the confirmation email?
Click the blue link 'Send Confirmation Email'. You can verify the patients email address, optionally include the online booking questionnaire (this is checked on automatically if the appt was not booked online) and click send.