Automation Chron Trigger Event

Schedule an Automation X Days Before an Appointment (Cerbo)

Quick Summary

Create an automation that fires N days before a specific appointment (e.g., 7 days) and sends a message (SMS/Email/Portal). Use the appointment start time and enable Force Prior so late bookings still get the message.

Prerequisites

• Logged into Cerbo (refresh to avoid timeout).

• Access to the FxMedSupport app (the “🐧 penguin” icon).

• The appointment type you want to target (e.g., “New Patient Appointment”).

• Your desired message channel ready (SMS, Email, or Portal template).

Step-by-Step (How-To)

1. Open the app

   • Refresh Cerbo → click the penguin to open the FxMedSupport app.

2. Create a new automation

   • Click “+ New Automation.”

   • Give it a clear name, e.g., “7 Days Prior to Appointment – Send SMS.”

3. Choose the trigger

   • Trigger type: Appointment Scheduled (i.e., event is created in Cerbo).

   • Don’t add filters in the main trigger node; we’ll filter in a child step for clarity.

4. Add an event filter (child node)

   • Under the trigger, right-click → Add Child → Event Filter & Condition.

   • Add filter:

     • Field: data.title (Appointment Name)

     • Operator: equals

     • Value: Your appointment type (e.g., New Patient Appointment)

   • Name the filter (optional): “New Patient Appointment Filter.”

5. Schedule it to run before the appointment

   • In the trigger’s Cron (timing) settings:

     • Date field: data.start
       (Best practice: every appointment has a start; end is not always present.)

     • Relative time: 7 days before (or your desired lead time).

     • Force Prior: ON

       • Ensures patients who book inside the lead window (e.g., 5 days before) still receive the message.

6. Add the action

   • From the filter node, Add Child → Action and choose your channel:

     • Send SMS, Send Email, or Send Portal Message.

   • Compose or select your message template.

   • Include variables as needed (patient name, date/time, prep instructions).

7. Save & enable

   • Click Update Trigger, then Save Changes.

   • Turn the automation ON.

Recommended Settings & Tips

• Why data.start? It’s always present; data.end can be missing.

• Use child filters for clarity and easier troubleshooting (avoid cluttering the main node).

• Force Prior is crucial:

  • Without it, patients who schedule inside the 7-day window won’t get the message.

• Naming conventions help:

  • APPT | New Patient | -7d SMS

• Message content:

  • Include appointment date/time, location/telehealth link, prep steps, reply keywords (e.g., “Reply C to confirm, R to reschedule”).

Variations

• Different lead times: Change “7 days” to 10 days, 3 days, 24 hours, etc.

• Multiple reminders: Chain actions (e.g., 7d SMS, 3d Email, 24h SMS).

• Additional filters: Also filter by provider, location, or tag if needed.

• Post-event actions: Use data.start with After event to trigger follow-ups (e.g., surveys, lab reminders).

Troubleshooting

• Nothing sent for a last-minute booking

  • Confirm Force Prior is ON in the Cron settings.

• Wrong appointment targeted

  • Check the child filter: data.title equals "<exact appointment name>".

• Automation saved but not firing

  • Ensure the automation is ON.

  • Verify the appointment was actually scheduled (created/updated) after the automation was enabled.

• Timing seems off

  • Confirm timezone and that the appointment has a valid start time.

• Template issues

  • Test with a simple SMS first (plain text) to isolate template variables.

QA Checklist (Before Going Live)

• The trigger is “Appointment Scheduled.”

• Cron uses data.start and 7 days before (or your chosen lead time).

• Force Prior is ON.

• Child filter data.title = <Appointment Name> is set.

• Action sends the correct channel (SMS/Email/Portal) with the right template.

• Automation is ON.

• Test with a test appointment (both >7 days and <7 days out).