Automatic Messaging Jobs (Reminders)

We have the ability to generate automatic email messages that can be sent to your staff or clients based on a variety of different reasons and parameters. Below you will find a list of available messaging jobs and descriptions of what they do.

If you would like to set up any of these automatic messages, please contact our Support team with the questionnaires below completed.

Appointment Reminders to Staff

This will send an email to selected Departments and Job Titles giving them their schedules for that day, the next day, or the week. This can include only Service appointments or both Service and Non-Service appointments. You have the choice of what time this email is sent out, and if you choose to send it once per week, you can select the day as well. It is up to you if you would like to include the Location of appointments or remove this column for security purposes.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. How often would you like the reminder to be sent out? We have three options: Today, Tomorrow, or the Following Week's Appointments.
4. Would you like the list of scheduled appointments to include Non-Service Appointments?
5. Do you want the job to use HIPAA Compliant masking of Staff/Client names?
6. Would you like to hide the location of the appointment?
7. What time would you like the message to go out?

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Appointment Reminder on Update (To Staff)

This will send an update to staff within selected Departments and Job Titles when new appointments are added, or existing appointments are modified on their schedules. This will check the system frequently (ex. every 30 minutes) for updates and send an email to anyone whose schedule has been changed. You can select how many days should be considered when checking for updates.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. How often would you like the reminder to be sent out? We have three options: Today, Tomorrow, or the Following Week's Appointments.
4. Would you like the list of scheduled appointments to include Non-Service appointments?
5. Do you want the job to use HIPAA Compliant masking of Staff/Client names?
6. Would you like to hide the location of the appointment?
7. How many days would you like the system to check for updates, for example, if I have an appointment scheduled 15 days from today and a scheduler makes a change to that appointment would you like your staff to receive an email letting them know that the appointment was changed?
8. How often should the system look for updates? For example, check the next 15 days every 5 minutes, or every 15 minutes.

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Appointments Not Rendered to Staff

This will send an email to selected Departments and Job Titles letting them know that they have appointments on their schedule that haven't been rendered. You can select how often should the system check for unrendered appointments and if you wish to not send it to staff that have already locked their schedule. You can also choose to ignore Cancelled appointments.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. How often do you want this job to run/check? We have options for Daily, Weekly, or Monthly - please indicate what time of day it should send out the reminder.
4. How many days back do you want the job to look?
5. Do you want to ignore staff who already locked their schedules?
6. Do you want the job to ignore appointments for the same day the job runs?
7. Do you want the job to use HIPAA Compliant masking of staff/client names?
8. Would you like to hide the location of the appointment?

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Appointments Missing Signatures to Staff

This will send an email to selected Departments and Job Titles letting them know that they have appointments on their schedule that are missing Guardian signatures, Staff signatures, or both. You can select how often should the system check for missing signatures and if you wish to not send it to staff that have already locked their schedule.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. How often do you want this job to run/check? We have options for Daily, Weekly, or Monthly - please indicate what time of day it should send out the reminder.
4. How many days back do you want the job to look back?
5. Do you want the job to ignore the appointments on the same day the job runs?
6. Do you want to ignore staff who already locked their schedules?
7. Do you want to ignore canceled appointments?
8. Do you want the job to check for only guardian signatures, therapist signatures, or both?
9. Do you want the job to use HIPAA Compliant masking of staff/client names?

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Credential Expiration

This will notify your staff members when they have a Credential that is close to expiring. The message will be sent out to selected Departments and Job titles as many days in advance as you choose.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. What time would you like the message to go out?
4. When would you like to turn on the feature?
5. How many days before the credential expiration date would you like the reminder to be sent out? The job can be set for multiple days, for example, 30 and 15 days before it expires.

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Contract Expiration

The system will do a daily check for contracts that are approaching their expiration date. This message will send an alert to the Departments and Job Titles of your choice, notifying them when a contract is nearing that date. It is up to you to select how many days before the expiration you are notified.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. How many days before the contract expiration date would you like the reminder to be sent out? The job can be set for multiple days, for example, 30 and 15 days before it expires.
4. Do you want the job to use HIPAA Compliant masking of staff/client names?
5.  Would you like to use an abbreviation for your Organization's name in the greeting?
6. What time would you like the message to go out?

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Lock Schedule Alerts

This is a weekly reminder to your staff to render their appointments and lock their schedule. You can choose what day and time the email is sent and to which Departments and Job Titles. You also have the option to send to all staff or only staff members who have yet to lock their schedules at the time of the email. The text for this email is customizable to your company’s needs.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. Would you like it to send to employees that already locked their schedules?
4. Please write the message you would like your staff to receive.
   Example: This is a reminder to review, render sessions and lock your hours. Please remember to complete his no later than Monday morning at 10:00 am. Your help in submitting your hours on time is greatly appreciated and assists in keeping the payroll process on track.
5. What time would you like the message to go out?

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Client Notes to Staff

This will send an email to designated Staff when selected Note Types are expiring on the Client’s Notes and Issues tab. Staff recipients can either be selected by choosing to send these reminders to all staff members with a specific job title or identified by their relationship type in the Client’s contact list. If the staff recipients are designated by job title, all staff members with that job title will receive all reminders, regardless of caseload. If you add the staff member as a contact to the client record, then only the staff member listed on the client’s record as a contact will receive the reminder for that client.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. Which note type would like to use to send out the messaging job?
4. Which relationship to the client (contact type) will be receiving this messaging job? For example, the staff is listed as Supervisor on the client's record.
5. How many days before the Note expiration date would you like the reminder to be sent out?
6. Do you want the job to use HIPAA Compliant masking of staff/client names?
7. What time would you like the message to go out?

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Client Notes to Guardians

This will send an email to designated Guardians when selected Note Types are expiring on the Client’s Notes and Issues tab. Any contact listed on the client record as a Guardian will receive the note prior to it expiring.

Please answer the following questionnaire if you want to set it up:

1. Which note type would like to use to send out the messaging job?
2. Which relationship to the client (contact type) will be receiving this messaging job?
   For example, the contact is listed as Mother on the client's record. Please note they must also be marked as Guardian.
3. How many days before the Note expiration date would you like the reminder to be sent out?
4. Do you want the job to use HIPAA Compliant masking of staff/client names?
5. What time would you like the message to go out?

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Staff Note Reminder

This message pulls from expiring Staff Notes and Issues. You can choose the note type(s) to be sent and indicate if the message should be sent to the Staff Member whose profile the note is on or the Immediate Supervisor of the Employee. The Immediate Supervisor is selected on the General screen of the Staff’s profile.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3. Which note type would like to use to send out the messaging job?
4. Do you want to send the Staff Note to themselves?
5. How many days before the Note expiration date would you like the reminder to be sent out?
6. What time would you like the message to go out?

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Appointment Reminders to Guardians

This will send an email to Client Guardians their schedules for that day, or the next day. This includes both Direct and Non-Direct service appointments. You have the choice of what time during the day this email is sent out daily.

Please answer the following questionnaire if you want to set it up:

1. What time each day would you like this message to be sent? (Please include time zone).
2. Would you like this message to show the full name of your organization or the AKA?

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Appointment Reminders on Update (To Guardians)

This will send an update to Client Guardians when new appointments are added, or existing appointments are modified on their schedules. These messages are sent via text message.

On the client profile, find the Web Address text field on the personal tab. Here you must enter the parent’s 10-digit number followed by the carrier's email address formatting (ie. 8181112222@txt.att.net). This is where the messages will be sent in the form of a text message. Please ask us for a provider list for email address formatting or look up their carrier's "Email to SMS" formatting.

Please answer the following questionnaire if you want to set it up:

1. How often would you like the system to do a sweep looking for changes? (Parents will only receive a text message if new or modified appointments are found on the client’s schedule. This can be as frequently as every 5 minutes or as infrequently as once per day).
2. How many days in advance would you like the system to check for updates?
3. Would you like this message to show the full name of your organization or the AKA?

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Employment Anniversary

This message can be set up to congratulate your employees on the anniversary of their hire date. You can select which Departments and Job Titles receive this email.

Please answer the following questionnaire if you want to set it up:

1. Would you like the messaging job to go out to all departments? If you would like the job to go out to specific departments, list the names of the departments.
2. Would you like to send the message out to all job titles? If you would like the job to go out to specific job titles, please list the titles.
3.  What time would you like the message to go out?

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