Set up Text Appointment Reminders (ShareNote)

  Permissions: Must have "Can Manage Subscriptions Permission" checked on Staff Profile.

Before you get started, take a look at the Appointment Reminder Overview to understand the different types of Appointment Reminders. Text Responses from Client (Confirm or Cancel) will update their Appointment in ShareNote Community accordingly.

Jump to Section: [Activate Text Message Reminders] [Text Reminder Settings]

Text Message Reminders

Text Reminders are $0.07 per text message segment in the United States. A segment is 160 characters (includes spaces).

IMPORTANT: Message segments are calculated for both Reminders sent to Clients and their responses back.

Activate Text Message Reminders & Set Preferences

This is a one time setup, if you have already completed, skip to the next section. Here you can select a Custom or Generic Phone number and how you want Client Details to display in the Text Message.

1. Click Subscription Manager tab in the navigation bar.
2. Click Manage beside Appt. Reminders in the Add-On section.
   
   
3. Click Reminder Settings tab.
4. Select to Active Text Reminders.
5. Select if you want to use a Generic or Custom Phone Number.
   • A Generic Number is generated by ShareNote Community. 
   • A Custom Number is $3 a month. Select and enter desired Area Code to generate a Custom Number for your Organization.
6. Select Location Information to be sent in Reminders. 
   

Additional Settings

1. On the right side of the screen, select additional Settings.
2. Enable or disable Staff Text Reminders.
   • This sends an Appointment Reminder Text to the Staff/Therapist on the Appointment. This operates just like a Client Reminder except it is sent to the Staff Member.
3. Set Client info in Staff Text Reminders.
   • If you enabled Staff Text Reminders (above), select how you would like Client Information to display in the Text Message. Show the Client Initials, Show the Client ID, or display no information.
4. Enable or disable Staff Text Alerts for Non-Standard Responses.
   • Enabling will send the Staff/Therapist on the Appointment a text message if the Client replies to the Appointment Reminder with a non-standard reply (a reply other than Confirm or Cancel). Non-Standard Replies have been found to be an emergency situation in some instances (suicide risk, etc).
5. Click Save Reminder Settings button.
   

Text Reminder Settings

1. Then, click the Text tab.
2. Select when the Text Reminder will send.
3. Preview the Text Message that will be sent to Client.
4. Click Save Text Reminder Settings. The Text tab will have a green bubble indicating that Text Reminders are active.
   

To receive text notifications when a Client sends a non-standard text response.

Related Articles:

• Setup Automatic Email Appointment Reminders
• Setup Automatic Phone Appointment Reminders