📝 Overview

It is often useful to send clients certain documents (such as consents) before the visit. Doing so allows visits to start more quickly, and it allows for spending more time on the patient rather than on administrative tasks. Sending these documents in advance of the visit can be done automatically with a few simple configurations.

💡 Pre-Visit Confirmations can be sent as emails or SMS (Text), if SMS messaging is enabled.

🎥 Video Overview of Setup

✅ How to Enable Pre-Visit Confirmation

Enabling pre-visit confirmation is easily done right from your configurations in the settings.

Click the arrow to learn how to enable pre-visit confirmation

Follow the steps to enable pre-visit confirmation:

Click on Settings
Click on Configuration > View Configurations
Find Appointment Pre-Visit Confirmations, and select Edit to the right of the configuration
Enter in how many minutes before the appointment you want any pre-visit confirmation to send. Tip: 1440 minutes is 24 hours
Select the Format in which the pre-visit confirmation will be sent. Email is the standard option, as SMS messaging is a paid Add-On. If SMS is enabled, this SMS option will appear in the format dropdown.

💡 Disabling: If Pre-Visit Confirmation needs to be disabled, navigate to the Appointment Pre-Visit Confirmation within View Configurations. Click Disable to the right of the configuration.

🛠️ How to Configure Pre-Visit Confirmation

To send pre-visit confirmations, they must be enabled on the specific appointment type. For example, you might enable them for surgery or new patient appointment types so clients can complete forms and sign required documents in advance. Additionally, you can configure what you want sent with the specific appointment types pre-visit confirmation.

Click the arrow to learn how to configure pre-visit confirmations

By default, all appointment types are opted out of Pre-Visit Confirmations. To opt an appointment type in, edit the appointment type and enable the Allow Pre-Visit Confirmation option.

Once enabled, you can select the message you wish to send from the Pre-Visit field. This field will allow you to keep the Email Default or select a letter template that was created to send with this pre-visit confirmation. Additionally, if you have the SMS Add-On, you can choose Custom SMS which will allow you to create a custom SMS message that will send when using pre-visit confirmation with this appointment type.

If Custom SMS is chosen, you can type in the message and use the variable from the left side. This variables will auto-populate the information that is in the brackets, giving the SMS a personal touch.

If letters or forms need to be sent, select them from the Pre-Visit Letters and Pre-Visit Forms fields. These options allow clients to review and complete necessary information before their visit, such as pre-surgical forms, new patient forms, or pre-surgical information documents. Signatures can be collected through either a letter or form, as needed.

💡 Click a button below to view the corresponding Help Center article.

📅 How to Send Pre-Visit Confirmations at Appointment Scheduling

When creating or accepting an online appointment request, the option for the pre-visit documents to send at that time are available. If the option to "Do not send documents upon appointment creation" is selected, the pre-visit confirmation will send based on your configuration of the feature. If the option "Send documents upon appointment creation is selected", the pre-visit will send immediately, and will not send again based on the feature's configuration.

For example, this is very useful on a walk in appointment, and you need to get the documents sent to the client immediately.

Once the pre-visit is completed, the appointment status will be updated.

The appointment history will also be updated, with what was completed in the pre-visit.

The pre-visit confirmation can also be resent from the client profile, under "Communications".

🧍🏽‍♀️The Client Experience

Depending on the appointment type, the client receives an email or text message prior to the visit requesting that they review specific documents. The client is prompted to update their contact information, which automatically updates their profile. They then review the letters and forms associated with the appointment. If any documents require a signature, the client can sign directly from their device. Finally, the client may add any additional relevant information, which is appended to the visit notes on the schedule. All completed forms and letters are automatically uploaded to the client’s documents.

❓Frequently Asked Questions FAQs

Find answers to common questions or additional details that may not be covered in the main instructions.

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