Click here to return to the Automated Dialer Setup table of contents
Once the functionality has been turned on, go to Setup 🡪 Phone Call Reminder Setup to confirm that it is there.
Settings Tab
- The Host is always: files.clienttell.net.
- The Login name will be provided by West.
- This will come in a separate email to both the agency and the system.
- The Password will be provided by West.
- This will come in a separate email to both the agency and the system.
The agency will decide how they wish to notify the client of the appointment reminder either via call, text, or email.
- Select Include Program & Location *(from selected chart) if you wish to state the name of the program and location of the appointment in the call.
- Select Include Location from Appt if you wish to state only the location of the appointment in the call.
- Select Do Not Use Allow Calls Flag if you do not wish to use the Allow Calls Flag.
- The grid sets the number of days that you are calling ahead for a scheduled appointment.
Example: The day of the week shows what day the file will be created. You then choose how many days before the appointment, you want the reminder call to go out. Per the screenshot below, on Monday, calls will go out for Wednesday appointments, because in the grid, we have identified the calls should be made two days ahead.
- The appointments for services need to be made on the Scheduler in eCR to be called.
Initial Visit Types Tab
- If this is set up when making a call, the system will mention what service the appointment is for.
- If it is for the first scheduled visit for the client, that would be found in the Initial Visit Type set up.
Generate File
- Once the setup for each patient has been completed and the information from West for the username and password has been received, a file will need to be generated and sent to West as a test file.
- Click Generate File.
- The file will then post to the agency’s Web Portal.
- This file then can be shared with West.
- It is recommended to keep the automated Dialer Interface in Test Mode until the agency is ready to begin sending Calls.
- Files will continue to be created and posted to the Web Portal, but not sent to West.
- Once the agency is ready to have their calls made and West has moved the customer from Test to Live, uncheck Test Mode.
- Files will begin to send.
- A nightly batch processes at 12:01 AM, sending the file for all clients to West for the calls to be made.
- If a file is not received, or there is a problem, West will contact both the agency and the system.