This article will explain how HotDoc Appointment Reminders write back into your appointment book system, once the patient has responded to their reminder.
Click the tab below to see how we do this for Best Practice, Pracsoft (Medical Director) and Optomate customers.
Best Practice
If your practice is using Best Practice as your appointment book system, there are a couple of ways in which we indicate the status of your HotDoc Reminders in the book.
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In this article |
How do I enable the coloured dots in BP?
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Please note that the coloured dot reminder indicators are only available to clinics running BP Jade and above. |
- Open Best Practice and click Setup, then Configuration.
- Select Appointments, then tick Automatically show attendance status on appointment book, then Save.
- Next open Appointment book, then View > ensure Attendance icons is ticked.
Appointment reminder has been sent
If the appointment reminder has been sent to the patient but they've not yet confirmed or cancelled, this will be represented in the appointment book with a yellow dot.
Appointment reminder has been confirmed
If we have sent a reminder to the patient and they have confirmed their attendance, we will write back a [C] for confirmed as well as a green dot. 
Patient cancelled via appointment reminder
If the patient cancels their appointment, we will automatically remove the appointment from the book. Therefore, we will not write back a red dot.
To see a list of patients who have cancelled via an appointment reminder, please view How can I see which patients cancelled their appointment?
Pracsoft
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Appointment reminder unable to send
If you see a red bar appear next to patient details, this indicates that the HotDoc Reminder was unable to be sent for any one of the following reasons:
- The Patient has opted out
- The Patient has an invalid mobile number in their practice record
- The appointment is sitting outside of an active session for that Practitioner
You can see the exact reason this reminder was unable to send in your Dashboard by going to Reminders > Unsent Reminders and locating the patients booking here.
Appointment reminder has been sent
If you see one green bar appear and one white or 'hollow' bar, this would indicate that the HotDoc Reminder has been successfully sent, but the patient is yet to cancel or confirm.
Appointment has been confirmed
If you see two green bars appear next to the appointment, this indicates the HotDoc Reminder has been successfully sent, and the patient has confirmed.
ZedMed
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In this article |
Appointment reminder has been confirmed
If we have sent a reminder to the patient and they have confirmed their attendance, we will write back a [C] for confirmation:
Patient cancelled via appointment reminder
If the patient cancels their appointment, we will automatically remove this appointment from the book.
To see a list of patients who have cancelled via an appointment reminder, please view How can I see which patients cancelled their appointment?
Optomate
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Appointment reminder has been confirmed
If a patient has responded to their appointment reminder confirming their appointment, we will write-back a green tick icon next to the patients appointment in your Optomate appointment book like below:
Click to enlarge
Patient cancelled via appointment reminder
If a patient has responded to their appointment reminder cancelling their appointment, we will write-back a red cancelled icon next to the patients appointment in your Optomate appointment book like below:
Click to enlarge
Dental4Windows - HotDoc Calendar
In the HotDoc Calendar, you will see a small reminder icon appear on the appointment once an appointment reminder has been sent to a patient. Hovering over this appointment will surface more details:
