Appointment Form Notification System 09-10-24

The primary purpose of the Appointment/Form Notification App is to send reminder notifications to patients, prompting them to complete specific questionnaires related to their appointments. If a patient has not submitted the required questionnaires, the app will send a reminder notification via email, portal message, or both. 

The system maps each appointment type to corresponding questionnaires and includes a notification template for each. Additionally, users can configure the app to trigger these reminder notifications at designated times.

Inside the App Setting, we have a flag to enable or disable these notifications.

Mapping Between Appointment Type and Questionnaires.

You can map any appointment type to multiple questionnaires. When an appointment is created with a specific appointment type, the system will check whether the patient has submitted all the required questionnaires associated with that type. If any of these questionnaires have not been submitted, the system will send a reminder notification to the patient at a specified time before the appointment's start time.

For example, if an appointment type such as a 20-minute virtual consultation is mapped to the "Signup" and "Annual Form" questionnaires, the system will verify if the patient has completed both forms. If the patient has not submitted either questionnaire, the system will send a reminder notification to the patient at the designated trigger time before the appointment begins.

Inside each Appointment Type, you will find multiple options:

1. All Providers: If you select this option, the system will disregard provider-specific associations and will send notifications if the forms have not been submitted, regardless of the provider.

2. Specific Providers: If you choose this option, a selection box will appear, allowing you to choose multiple specific providers. The system will then check if the appointment is associated with any of these selected providers before sending the notification. If the appointment is not linked to any of the chosen providers, the notification will not be sent.

 You can add multiple notifications for each provider. 

In the Notification settings, you can specify when to send appointment reminders, choosing the time interval in minutes, hours, days, or weeks before the appointment.

 You can also select the notification channel, which can be email, portal message, or both.

Additionally, you can customize the notification with a subject and body.

In the body of the notification, you can use two variables:

• {questionnaire_name}: This variable will be replaced with the actual name of the questionnaire.

• {appointment_start_time}: This variable will be replaced with the appointment’s start date and time.

You can configure multiple notifications with different schedules by clicking on Add Another Notification.

 For example, you might set up:

• A notification to be sent 30 days before the appointment,

• A second notification is to be sent 20 days before the appointment,

• A third notification is to be sent 1 day before the appointment.

If the patient submits the questionnaires within the scheduled notification time frame, the system will not send any subsequent notifications. For instance, if the patient submits the forms after the first notification but before the second one, the system will ignore the remaining notifications.