Setup > Initial Setup > Templates > Email and Messaging
When creating templates, be sure to use Atlas Tokens to personalize each message being sent out. Tokens allow you to automatically insert a Patient Name, Appointment or Provider Name into each message.
To create an Email Template:
Atlas includes a default Template for Email Confirmations. Users can edit this template or remove it and create a new one. Be sure to verify the Template is selected to be used in the Safety Net settings, explained in this section.
- Name: descriptive Title for the template
- Type: template type - chosen from dropdown menu – determines what attributes will be available to configure in Template
- Inactive: check this box if the template is no longer being used
- Use File: allows you to use a specific file (Word document, etc) for template
- Subject: (displays for Email template) – subject line for Email
- Attachment: (displays for Email template) – shows files attached to email template To attach a file, click in the Text Box and navigate to desired file NOTE: only one file can be attached
- Width: maximum width (in characters) for template (72 is standard)
- Form: body of email / body of text in template: here is where the Tokens (on right) should be entered if needed. Each token will be replaced with the appropriate information when the template is used NOTE: The ^ (caret) symbol is located above the '6' on a standard keyboard
Be sure to click SAVE when complete.
Repeat the Process to create a Template for SMS (Text) Messaging, if required.
If you would like to have the option to send Patients an email if they miss or cancel an Appointment, create the Templates as outlined.
Be sure to verify the Templates you create are properly associated with the Safety Net
Setup > Initial Setup > System Information - under Safety Net Tab
Once your Templates are created, navigate to the Safety Net tab in System Settings to link the Templates. The Template linked in this screen will be the Template that is sent when a User clicks EMAIL from the Safety Net.
To Test Confirmations:
Select a test Patient and set them up for Confirm 1 Day Before their Appointment as outlined above.
Add an Appointment for that Patient on the next days schedule.
Open the Safety Net and click on the CONFIRM tab.
Note the Patient appearing in the list.
To confirm via email - either click on the EMAIL Button to the right of the list or the individual CONFIRM button on the Patient line.
The larger EMAIL Button will send email to all Patients in the list requiring Confirmation via email. Emailing will drop them off the Safety Net confirm list.
The individual CONFIRM button will send a Confirmation Email to the specific Patient and drop them from the confirmation list.
To confirm via phone - click on the Patient name and contact the Patient. Process the Contact Manager options accordingly (how you communicated, what happened - Appt Confirmed) - this will drop them off the Safety Net confirm list.