Setup Text Appointment Reminders

Before you get started, take a look at the Automatic Appointment Reminder Overview article to understand the different types of Appointment Reminders.

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BEFORE YOU BEGIN:

To successfully register with our text messaging service the following information must be included:

In the Organization Settings Profile Location Address:

• City
• State/Province: Only a two-character state code can be used (e.g., SC for South Carolina). The full name of the state cannot be entered into this field.
• Zip/Postal Code: Use only a 5-digit zip code (e.g., 12345) or a zip+4 can be used as long as a hyphen is inserted before the last 4 digits (e.g., 12345-6789). There can be no spaces before or after the hyphen.
• Address: The street address for your location cannot be a PO Box.
• Tax ID Number
• Tax ID (EIN)
• Tax ID Type (such as SSN, EIN, etc.; this is a dropdown option)
• Business Type (such as sole proprietorship, partnership, LLC, etc.; this is a dropdown option)
• Company Type (private, public or non-profit; this is a dropdown option)
• Stock Exchange (Required only if company type is public)
• Stock Exchange Symbol (Required only if company type is public)

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Appointment Reminder Settings

You will set Appointment Reminder Settings for in-person and telehealth appointments once and they will apply to all Reminders. If you have already done this, skip to the next section. 

1. Click Organization tab and Appointment Reminders in side menu.
2. Enter your Organization Name as you would like it displayed (or said) in your Reminders.
3. Set your Reminders Schedule.

   NOTE: You have the ability to select multiple reminder schedules so your clients can receive more than one message about upcoming appointments. Additional reminders will be sent even if the appointment is confirmed, but no additional reminders will be sent if the appointment is canceled.

    

4. Enter a Callback Number for Reschedules. This is typically your office number.
5. Click Save.
   

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Text Message Reminders

A nominal fee is charged per text message in the United States per 160 characters (includes spaces). The fee is charged for both reminders sent to clients, AND their responses back to you.

• 0 - 160 Characters = 1 Text Message
• 161 - 320 Characters = 2 Text Messages
• 321 - 480 Characters = 3 Text Messages

To setup text reminders:

1. Click Text tab.
2. Set Activate Text Reminder Service to Turned On.
3. Reminder and Telehealth Reminder messages display in the message boxes.
   Placeholders will pull Appointment or Client information into the Reminder. Click appropriate Placeholder to add it to your message.

   NOTE: If your organization has text reminders enabled the message shown in the Reminder Message box will display in the Telehealth Reminder Message box. You can make edits to the telehealth reminder if your organization is subscribed to this feature.
   

    

4. Select when you would like the phone reminders to go out each day.

   NOTE: The time entered will match the appointment location time zone.

    

5. Click Activate & Reserve My Number. 
   
    
6. Enter Area Code in the pop-up window to generate your Unique Reminder Phone Number and click Reserve My Phone Number.

   NOTE: You cannot select the Reminder Phone Number, but you can select the area code.

    

   
    
7. Click Save. You will receive confirmation and a reminder there is a short (usually within 24 hours) approval wait time.
   
   • You can Enable Text Reminder Response Notifications to be notified when clients respond to your messages. 

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Related Articles:

• Setup Email Appointment Reminders
• Setup Phone Appointment Reminders