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Appointment Reminders - Schedule and Monitor Page - How to Schedule and View Appointment Reminders

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Appointment Reminders - Schedule and Monitor Page to View and Manage Scheduled Reminders

 

 

  1. Schedule and Monitor
  2. Create New Appointment Reminder
  3. Monitor

 

 

1. Schedule and Monitor

The numbered items in Image 1 correspond with the numbered list that follows the image. Refer back to this image if needed as you review the steps.

Image 1: Schedule and Monitor
 
screenshot_-_schedule_and_monitor_circled.png
 

The button to access "Schedule and Monitor" page. NOTE: When selecting "Appointments," this is the default page.

 

 

2. Create New Appointment Reminder

The numbered items in Image 2 correspond with the numbered list that follows the image. Refer back to this image if needed as you review the steps.

Image 2: Create New Appointment Reminder
 
screenshot_-_create_new_appointment_reminder.png
 
  1. Create New Appointment Reminder: Clicking this button expands the page, showing this table.
  2. Appointment Date/Time: Clicking in this text field will open a calendar popup box, this is where you can select your appointment day and time. You can either click in the text field or on the little calendar icon ( screenshot_-_calendar_icon.png).
  3. Participant ID: Click in this text field to input the Participant ID number. Any preexisting Participant ID's will show in a dropdown; you can also type one in and hit the search icon (screenshot_-_search_icon.png) to find a Participant ID. If you search for one that is not in the system, and alert message will drop down from the top of your screen saying: "Could not search for ppt_id, ppt id contains invalid characters."
  4. First Name: Click in this text field to input the Participant's first name. Once you click inside the text field, any names already in the system will appear in a dropdown.
  5. Phone: Click in this field to input the Participant's phone number. Once you click inside the text field, any phone numbers already in the system will appear in a dropdown.
  6. Reminder Message: This is the message that participants will see as a reminder for their upcoming appointment. This message is editable.
  7. Schedule: Click this button to schedule your appointment.

 

 

3. Monitor

The numbered items in Image 3 correspond with the numbered list that follows the image. Refer back to this image if needed as you review the steps.

Image 3: Monitor
 
screenshot_-_monitor.png
 
  1. Warning Message: This message explains that you need participant permission to send appointment reminders; do not send messages to participants who have not given their permission.
  2. Appointments: 
    * "All Future Appointments" Dropdown: Select which batch of appointments you want to see; categorized by dates.
    * Today's Appointments: The overview table will display appointments scheduled on the current day.
    * Upcoming: The overview table will display upcoming appointments.
  3. "Show # Entries" Dropdown: Select from the dropdown: 10, 25, 50, 100. This will show the specified number for each page. The default number is 100.
  4. Copy / CSV / Excel:
    * Copy: Copy table to clipboard.
    * CSV: Download a CSV file.
    * Excel: Download an Excel file.
  5. Search Bar: Search to find a specific appointment.
  6. Filter: Type single characters or phrases to narrow the results, (found above each column).
  7. Column Headers:
    * Send Time: Shows the send time for an appointment reminder. If the reminder has not yet been sent out, then the send time can be edited.
    * Batch Id: Shows ID number associated with a CSV batch upload.
    * Phone: Phone number for the participant.
    * Participant Id: Participant Id for the participant, (optional).
    * Study: Study ID entered with CSV batch upload, (optional).
    * Message: Message sent as an appointment reminder to the participant. If the message has not been sent, the cell is editable to change message content.
    * Yes Response: Yes response to an appointment reminder. If a message has not been sent, the cell is editable to change the content.
    * Status: The status of the participant response.
    * Status Date: Shows date of last activity for the appointment reminder, participant response, or follow up.
  8. Row Check Box: Selectable: select an individual record to include in a group message.
  9. Select / Deselect / Delete:
    * Select/Deselect All: Select or deselect all rows in the table.
    * Delete Selected Entries: Delete any row selected via Row Check Box.
  10. Showing # to # of # entries: An overview of results shown on the page.
  11. Previous/1/Next: Buttons for navigating each page.

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