As HotDoc syncs your recall reasons into the Dashboard, they will need to be assigned to a template so we know what kind of communication to send.
This guide will show you how you can add new templates, edit templates and how you can assign recalls to them.
A number of popular templates are pre-populated already when you start using Recalls. You can edit these templates, add more to meet your needs and remove them when they are no longer used.
Click on the appropriate tab below to learn how to add, edit or remove a template in your Dashboard.
Best Practice - Medical Director (Pracsoft) - Zedmed
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Clinical Reminders
Training Video
How to edit a Template
HotDoc pre-populates some suggested templates as part of the Recalls product and it's likely there may already be a template that exists which meets your needs. It is recommended that you edit existing templates before creating new ones.
- Navigate to Recalls > Template groups in the HotDoc Dashboard. This page shows the list of pre-populated templates HotDoc has set up as a default for your practice, as well as any template you may have created in addition.
- Select the Edit Template button on the template you wish to edit:
- Follow the steps in the Template Settings section to learn how to change and edit the template.
How to add a Template
If a Recall template does not yet exist that best matches your recall reason, you may need to create a new template.
- Navigate to Recalls > Template groups > Click ‘New Template’ button:
- Here you can either Select a template from the drop-down menu or leave this field blank and create your own template by entering name in the template name field below.
- Follow the steps below to understand how to edit each field now that your template has been created.
Editing template settings
The following section explains how you can edit your template settings. You will see this page once you have created a new template, or by clicking the Edit Template button in the Template Groups section.
Click to enlarge
- In Template name you can edit the name of the template. We recommend the name is patient-friendly as it's shown to within the SMS Recall:
- In the Remind patients via field, select the types of contact attempts that are sent to a patient. These range from SMN message, call and letter. You will then see a summary to the right explaining the selected sequence.
Note: Each template is defaulted to remind patients via 2 SMN messages 7 days apart, followed by a letter. - In the Reminder message field, you can edit the default message that patients will receive. This message is equal to what would have written in your letters before using HotDoc and will be displayed to your patients after they verify their DOB and surname in the SMS recall link:
- Below the Reminder message, you have a number of options to control how and when the message is sent to the patient:
- Add direct booking link: Tick this option to allow patients to book online for that Recall type if you use HotDoc Online Bookings. In the Pre-select appointment type for the patient drop down, select the appointment type that you would like the patient to directly book:
We recommend you have this on for as many templates as you can to ensure patients are encouraged to make a booking and to save your reception team from facilitating phone bookings.
If you un-select this feature, the 'book appointment' button will be removed and the patient will need to call the practice to request a booking. - Delay sending first SMN until due date: This option allows you to decide if you want the first SMS message to delay until the due date (recommended for Recalls such as care plan reviews, so patients don't come in too soon).
Note that this setting only applies clinics using Best Practice, Medical Director and Zedmed. - Send HotDoc Recall automatically: This option is used to determine if HotDoc sends this template automatically. If unchecked, the recall will immediately pause when it is synced into the Dashboard and will need to be manually resumed instead. For more information, please see: How to pause your Recall Templates
If you are just starting with HotDoc Recalls, we recommend you use this setting to activate your templates when you are ready to start sending out SMS messages. Just set templates to manual first, then switch to automatic when you're ready to go live!
- Add direct booking link: Tick this option to allow patients to book online for that Recall type if you use HotDoc Online Bookings. In the Pre-select appointment type for the patient drop down, select the appointment type that you would like the patient to directly book:
- The last section of the template will determine when HotDoc stops sending an SMS to the patient. There are two options:
- Patient has an upcoming appointment: Select this option if you would like the patient to continue to receive SMS communication, as per the template's sequence, until they book an appointment. The Recall sequence will only pause when the patient books an appointment. Learn more on our pause on booking feature here
- Patient reads recall: Select this option if you prefer that the patient will continue to receive SMS communication, as per the template's sequence, until they verify their details and reads the Recall message.
- Lastly on the right-hand-side, you can see a preview of your template. To view the template in either SMN or Letter format, toggle the options above the phone image:
- When you are happy with the changes, please ensure you hit the green Save button:
How to remove a Template
- To remove a template group, you must first make sure no reasons are still assigned to the template. See How to remove a reason from a Template Group to learn more.
- Once all reasons are removed, navigate back to the Template groups page and select the Delete button for the template you wish to remove:
Results (Best Practice and Medical Director)
How to edit a Template
HotDoc pre-populates some suggested templates as part of the Recalls product and it's likely there may already be a template that exists which meets your needs. It is recommended that you edit existing templates before creating new ones.
- Navigate to Recalls > Template groups > Results Templates in the HotDoc Dashboard. This page shows the list of pre-populated templates HotDoc has set up as a default for your practice, as well as any template you may have created in addition.
- Select the Edit Template button on the template you wish to edit:
- In Template name you can edit the name of the template. We recommend the name is patient-friendly as it's shown to within the SMS Recall:
- In the Remind patients via field, select the types of contact attempts that are sent to a patient. These range from SMN message, call and letter. You will then see a summary to the right explaining the selected sequence.
Note: Each template is defaulted to remind patients via 2 SMN messages 7 days apart, followed by a letter. - In the Reminder message field, you can edit the default message that patients will receive. This message is equal to what would have written in your letters before using HotDoc and will be displayed to your patients after they verify their DOB and surname in the SMS recall link:
- Below the Reminder message, you have a number of options to control how the message is sent to the patient:
- Add direct booking link: Tick this option to allow patients to book online for that Recall type if you use HotDoc Online Bookings. In the Pre-select appointment type for the patient drop down, select the appointment type that you would like the patient to directly book:
We recommend you have this on for as many templates as you can to ensure patients are encouraged to make a booking and to save your reception team from facilitating phone bookings.
If you un-select this feature, the 'book appointment' button will be removed and the patient will need to call the practice to request a booking. - Send HotDoc Recall automatically: This option is used to determine if HotDoc sends this template automatically. If unchecked, the recall will immediately pause when it is synced into the Dashboard and will need to be manually resumed instead. For more information, please see: How to pause your Recall Templates
If you are just starting with HotDoc Recalls, we recommend you use this setting to activate your templates when you are ready to start sending out SMS messages. Just set templates to manual first, then switch to automatic when you're ready to go live!
- Add direct booking link: Tick this option to allow patients to book online for that Recall type if you use HotDoc Online Bookings. In the Pre-select appointment type for the patient drop down, select the appointment type that you would like the patient to directly book:
- The next section of the template will determine when HotDoc stops sending an SMS to the patient. There are two options:
- Patient has an upcoming appointment: Select this option if you would like the patient to continue to receive SMS communication, as per the template's sequence, until they book an appointment. The Recall sequence will only pause when the patient books an appointment. Learn more on our pause on booking feature here
- Patient reads recall: Select this option if you prefer that the patient will continue to receive SMS communication, as per the template's sequence, until they verify their details and reads the Recall message.
- The last section on the template is the option to Add Practitioner Comments to Results Message. Selecting this option, HotDoc is able to sync the comments practitioners leave on results and correspondences and show them to patients in the recall message. This can be used by practitioners to communicate additional information to patients in their result recall messages. Learn more about how to display practitioner comments in a results message here.
Note: Each Practitioner needs to be enabled individually, and this should only be done after discussing with the practitioner to ensure they're aware that the patient will have visibility of the comments field.
Best Practice
HotDoc will sync the ‘Comment’ field as shown in the practitioner’s Inbox
Medical Director
HotDoc will sync the ‘Comment’ field as shown while actioning an item in the practitioner’s Holding File - Lastly on the right-hand-side, you can see a preview of your template. To view the template in either SMN or Letter format, toggle the options above the phone image:
- When you are happy with the changes, please ensure you hit the green Save button:
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Dental4Windows - HotDoc Calendar
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In this article |
How to edit a template
- Under Recalls > Template Groups, click Edit Template next to the template you want to edit.
- Here you can see a preview of what it looks like for the patient, and edit the following fields by typing or selecting from the different options. See Editing Template Settings for more details on how to edit these fields.
- Click the green Save button once you've made your changes.
How to add a template
- In the Recalls > Template Groups select New Template
- Select Choose a Template to Start From if you would like to copy the settings from an existing template or complete the following details:
- Template name
- Remind patients via (contact attempts)
- Reminder message (that patient will see when they open the recall)
- Add direct booking link, with the option to Pre-select an appointment type for the patient to book
- Send HotDoc Recall automatically
- Stop recall sequence when: Patient has an upcoming appointment or when the patient reads the recall message.
- Link the relevant appointment type to the template.
In this example we have created a Check Up & Clean Template:
- Click Save. It will then appear with all the Templates Groups.
Editing Template Settings
The following section explains how you can edit your template settings. You will see this page once you have created a new template, or by clicking the Edit Template button in the Template Groups section.
Click to enlarge
- In Template name you can edit the name of the template. We recommend the name is patient-friendly as it's shown to within the SMS Recall:
- In the Remind patients via field, select the types of contact attempts that are sent to a patient. These range from SMN message and call. You will then see a summary to the right explaining the selected sequence.
- In the Reminder message field, you can edit the default message that patients will receive. This message is equal to what would have written in your letters before using HotDoc and will be displayed to your patients when they open their recall.
- Below the Reminder message, you have a number of options to control how and when the message is sent to the patient:
- Add direct booking link: Tick this option if you want to allow patients to book online for that Recall type if you use HotDoc Online Bookings.
The Pre-select appointment type for the patient drop down field allows you to select the appointment type that you would like the patient to book:
We recommend you have this on for as many templates as you can to ensure patients are encouraged to make a booking and to save your reception team from facilitating phone bookings.
If you un-select this feature, the 'book appointment' button will be removed and the patient will need to call the practice to request a booking. - Send HotDoc Recall automatically: This option is used to determine if HotDoc sends this template automatically. If unchecked, the recall will immediately pause when created and will need to be manually resumed instead. For more information, please see: How to pause your Recall Templates
If you are just starting with HotDoc Recalls, we recommend you use this setting to activate your templates when you are ready to start sending out SMS messages. Just set templates to manual first, then switch to automatic when you're ready to go live!
- Add direct booking link: Tick this option if you want to allow patients to book online for that Recall type if you use HotDoc Online Bookings.
- The last section of the template will determine when HotDoc stops sending an SMS to the patient. There are two options:
- Patient has an upcoming appointment: Select this option if you would like the patient to continue to receive SMS communication, as per the template's sequence, until they book an appointment. The Recall sequence will only pause when the patient books an appointment. Learn more on our pause on booking feature here
- Patient reads recall: Select this option if you prefer that the patient will continue to receive SMS communication, as per the template's sequence, until they verify their details and reads the Recall message.
- When you are happy with the changes, please ensure you hit the green Save button:
How to remove a template
- You will only have the option to remove a template if you have not yet sent a recall with that template. To do this, simply navigate to Recalls > Template Groups and select Delete next to the template you are looking to remove:
Optomate
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In this article |
Training Video
How to edit a template
HotDoc pre-populates some suggested templates as part of the Recalls product and it's likely there may already be a template that exists which meets your needs. It is recommended that you edit existing templates before creating new ones.
- Navigate to Recalls > Template groups in the HotDoc Dashboard. This page shows the list of pre-populated templates HotDoc has set up as a default for your practice, as well as any template you may have created in addition.
- Select the Edit Template button on the template you wish to edit:
- Follow the steps in the Template Settings section to learn how to change and edit the template.
How to add a template
If a Recall template does not yet exist that best matches your recall reason, you may need to create a new template.
- Navigate to Recalls > Template groups > Click ‘New Template’ button:
- Here, you can either select a template to start from if it’s similar to an existing template. Select the template by clicking on the drop-down menu bar. If it doesn’t match an existing template you can skip this step.
- Select a template from the drop-down menu to start from. Alternatively, you can leave this field blank and create your own template from scratch by entering a new template name in the field below:
- Follow the steps below to assist with editing the template settings now your template has been created.
Editing Template Settings
The Template Settings page allows you to edit and customise a number of settings related to your recall template:
click to enlarge
- In Template name you can edit the name of the template. We recommend the name is patient-friendly as it's shown to within the SMS Recall:
- In the Remind patients via field, select the types of contact attempts that are sent to a patient. These range from SMN message, call and letter. You will then see a summary to the right explaining the selected sequence.
Note: Each template is defaulted to remind patients via 2 SMN messages 7 days apart, followed by a letter. - In the Reminder message field, you can edit the default message that patients will receive. This message is equal to what would have written in your letters before using HotDoc and will be displayed to your patients when they open their recall:
- Below the Reminder message, you have a number of options to control how and when the message is sent to the patient:
- Add direct booking link (recommended): tick this option if you want to allow patients to book online for that Recall type if you use HotDoc Online Bookings.
You can also select the appointment type that you would like the patient to book from the Pre-select appointment type for the patient drop down:
We recommend you have this on for as many templates as you can to ensure patients are encouraged to make a booking and to save your reception team from facilitating phone bookings.
If you un-select this feature, the 'book appointment' button will be removed and the patient will need to call the practice to request a booking. - Delay sending first SMN until due date: This option allows you to decide if you want the first SMS message to delay until the due date (recommended for Recalls such as Annual eye check, so patients don't come in too soon).
- Send HotDoc Recall automatically: This option is used to determine if HotDoc sends this template automatically. If unchecked, the recall will immediately pause when it is synced into the Dashboard and will need to be manually resumed instead. For more information, please see: How to pause your Recall Templates
If you are just starting with HotDoc Recalls, we recommend you use this setting to activate your templates when you are ready to start sending out SMS messages. Just set templates to manual first, then switch to automatic when you're ready to go live!
- Add direct booking link (recommended): tick this option if you want to allow patients to book online for that Recall type if you use HotDoc Online Bookings.
- The last section of the template under Stop Recall sequence when, will determine when HotDoc stops sending an SMS to the patient. There are two options:
- Patient has an upcoming appointment: Select this option if you would like the patient to continue to receive SMS communication, as per the template's sequence, until they book an appointment. The Recall sequence will only pause when the patient books an appointment. Learn more on our pause on booking feature here
- Patient reads recall: Select this option if you prefer that the patient will continue to receive SMS communication, as per the template's sequence, until they verify their details and reads the Recall message.
- Lastly on the right-hand-side, you can see a preview of your template. T o view the template in either SMN or Letter format, toggle the options above the phone image:
- When you are happy with the changes, please ensure you hit the green Save button:
How to remove a template
- To remove a template group, you must first make sure no reasons are still assigned to the template. See How to remove a reason from a Template Group to learn more.
- Once all reasons are removed, navigate back to the Template groups page and select the Delete button for the template you wish to remove: