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Reminders: A Primer
Reminders: A Primer

Learn how reminders work and send in DaySmart Vet.

Angel Horowitz avatar
Written by Angel Horowitz
Updated over a month ago

Overview

There are 2 types of reminders, appointment reminders and medical reminders. Appointment reminders are set from Settings > Configurations > View Configurations > Default Appointment Reminder. From there, you can set the default type of reminder and when it will send out. Medical reminders are set at the item level, based on the "Next Due" field and reminder action that is created on that specific item.

How are medical reminders created?

Inventory reminders are created based on actions. When a medical record is created for an item, the actions assigned to that item define how many reminders should be created, what type they should be (e.g., email, SMS, etc.), and when they should be sent. Click HERE to learn more about actions.

Click the arrow to learn more about creating medical reminders

To create a reminder for a inventory item, follow the steps below.

  1. Select "Inventory"

  2. Search for the applicable item in the search bar

  3. Select "Edit Item"

  4. In the "Next Due" field, select when the item is due again, once it is administered or performed. Either a type Inventory or Service item can have a reminder

  5. Select "Save + Done"

  6. Select Actions > New Action > Create Reminder

  7. Select the type of reminder. Email and SMS are automatically sent

  8. Fill in the applicable time in the "Send" field" and click "Save + Done"

    For example, let’s assume Item A has the following reminder actions assigned to it:

  1. Create email reminder 2 weeks before due

  2. Create SMS (text) reminder 1 week before due

  3. Create email reminder 1 week after due

If a medical record is created for Item A on January 1, 2024, and Item A is due again in 12 months, the three reminders would be created as follows:

  1. Reminder 1 (email) to be sent on December 18, 2024

  2. Reminder 2 (SMS) to be sent on December 25, 2024

  3. Reminder 3 (email) to be sent on January 8, 2025

Important: Setting up inventory item Uses is essential to creating reminders for items that are "used" in more than one way. For example, instead of managing separate items for “Rabies 1 Year” and “Rabies 3 Year,” you can create a single “Rabies Vaccine Stock” item with two uses – “Rabies 1 Year” and “Rabies 3 Year” – each with its own next due value. This allows for different reminder values to send for the same stock of item, which will allow the balance of the item to be tracked properly. Click HERE to learn about Uses.

What time are reminders sent?

Reminders are sent to clients each morning at 8:00am local time (based on the practice’s timezone).

What's included in the reminder message?

If the reminder being sent is an email, then that email will include all of the reminders for all of that client’s pets that have a send date that is the current date. In other words, the client will only receive one email containing reminders for all of his/her pets with a send date that is the current day.

Here’s an example of what that might look like:

Name

Due For

Due

Fluffy

Rabies

February 15, 2024

Fluffy

Bordetella

February 15, 2024

Max

Rabies

February 20, 2024

Max

Bordetella

February 20, 2024

Max

Dental Exam

March 1, 2024


​The items might have different due dates, but they are included in the reminder if they have the same send date as described above.

The content of your email reminders can be customized using letter templates. Click HERE to learn more.

How can I track reminders sent out or due to be sent?

There are two primary ways to review which reminders have been sent, and which are scheduled to be sent. First, you can review the communication log in the patient’s history, or in the client’s profile. All automated reminders will be automatically logged there. Second, you can review the various reminder reports that are available under the “Communications” tab in the Reports module.

From the schedule, you can click the "Reminders" button on the top header to access the "Reminders Detail" Report

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