Appointment Confirmation Messages and Reminders

Appointment Confirmation Messages and Reminders

Appointment Confirmation Messages are part of the Patient Communications feature in zHealth. This message is set to automatically email patients when an appointment is scheduled. zHealth also lets you send your patients Automated Email and Text (SMS) Reminders before each appointment. Let's check out how appointment confirmation messages and reminders work in zHealth.

Note 1: You can request our Customer Support team to add your custom landline number for texting so you can receive reply to any text, including Appointment Reminders and Bulk Texts; set up patient-initiated texting (patients can reply to Conversations, Review Plus, and Patient Plus); and configure non-patient initiated texts too.

Note 2: Today, zHealth supports receiving SMS texts (Short Message Service) only. Any MMS texts (Multimedia Messaging Service) that include emojis, gifs, and/or images will not be delivered. Allowing MMS texting is an enhancement scheduled on the 2024 roadmap.

1. Watch Video Tutorial



2. Read Step-by-Step Instructions

A. Appointment Confirmation Messages

zHealth automatically sends appointment confirmation messages to new and existing patients when they book an appointment.
In order for a patient to receive appointment confirmation messages:
  1. Automated patient communication preferences must be set on the Profile tab of the patient's Contact Details page.
  2. An email address must be entered on the Contact Details tab of the patient's profile page.

B. Access Appointment Confirmation Message

1. To access Appointment Confirmation Message sent to a patient:
a. Click on the Search icon on the top navigation bar.
b. Click on any patient name from the auto-populated results. The patient's profile page opens.



2a. You will be on the Summary section of the patient profile.
b. Click on the small "Message" icon on the top of the patient profile.



3. From the list of messages sent to the patient, find the appointment confirmation message (whether you wish to view confirmation messages sent to existing patients or messages sent with intake paperwork link). Click on the "Eye" icon as shown here. You will be able to view the message sent.



C. Appointment Confirmation Messages Sent by zHealth

New Appointment Confirmation Email:


Dear <First> <Last>,

 

This is your appointment confirmation with <Provider>.

Date: <Day of Week>,<Month, Day, Year>

Time: <Time>

Address: <Facility Address>


For the next appointment, you will need to fill out some updated intake paperwork (don't worry, you only have to do this once). You can choose to do it from home by using the link below.

 

<link to create username and password in order to access the patient portal>

 

If you don't have time to complete it prior to your appointment, please arrive 15 minutes early and fill it out here in our lobby tablet.


Should you have any questions regarding your appointment, please call our office. Thank you.


Thank you!

<Provider Name>

<Facility Address>

<Facility or Provider Work Phone>

 

Please click here to unsubscribe. Please do not reply to this email. This mailbox is not monitored.


Existing Patient Appointment Confirmation Message:

Subject: <Facility Name>: New appointment created

Hello <First> <Last>,

This is your appointment confirmation with <Provider>.

Date: <Day of Week>,<Month, Day, Year>
Time: <Time>
Should you have any questions regarding your appointment, please call our office. Thank you.

Regards,

<Provider Name>

<Facility Address>

<Facility or Provider Work Phone>
 

If you need to cancel or reschedule, please do so before 24 hours of the appointment time or a cancellation fee will be charged to your account.


Appointment Confirmation Message When a Patient Books an Appointment via the Online Appointment Portal:

Hello [Patient Name],

 

This is your appointment confirmation with <Facility Name>


Dates:
With <Provider Name> on <Day, Month, Day, Year> at <time>


Should you have any questions regarding your appointment, please call our office. Thank you.



Regards,

<Service Facility>

<Facility Address>

<Facility or Provider Work Phone>



If you need to cancel or reschedule, please do so before 24 hours of the appointment time or a cancellation fee will be charged to your account.            


1C. Customizing Appointment Confirmation Message
If you want to customize the Appointment Confirmation Message sent to every patient in your practice, email your request to support@zhealthehr.com. 

2. Appointment Reminders
with zHealth, you can send multiple email and text reminder options, such as:
  1. First Appointment Reminders - The first email and text reminders are sent 1-day or 2-day* before the appointment.
  2. Second Appointment Reminders - A second text reminder is sent 30, 60, 90, and 120 minutes before the appointment.
2B. Appointment Reminder Email and Text Messages Sent by zHealth
Appointment Reminder (Email)

Subject: Appointment Reminder with <Provider>

Hello <First> <Last>,
This is a reminder of your appointment with <Provider>.
Date: <Day of Week>,<Month, Day, Year>
Time: <Time AM/PM>

Should you have any questions regarding your appointment, please call our office. Thank you.                                                     

Regards,

<Provider>

<Facility Address>

<Facility or Provider Work Phone>

Please arrive 15 mins prior to the appointment time for your first appointment.                                                                                                                              

Appointment Reminder (Text):

Reminder: Your next appointment with <Provider> is <Day of Week>,<Month, Day, Year> @ <Time AM/PM>. Don't reply to message. Questions? <Facility or Provider Work Phone>.


*Note-The character limit for a single SMS/text is 160 characters. Clinics will need to abide by this limit for any text customizations.


2C. How to Set Appointment Reminders in zHealth
Check out this help guide to learn how you can set Appointment Reminder Email and Text Messages in the Facility Settings, under the Facility Details tab.

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