Settings for Reminder Mate

Reminder Mate is Office Ally’s appointment reminder service that lets you send automated email, text, or voice call reminders for scheduled appointments. This is a paid service and can be activated directly from the Appointments tab by clicking on the Reminder Mate logo.

Reminder Mate Pricing 

• Reminder Mate is a subscription-based service, with pricing determined by the number of reminder transactions.

• A “reminder transaction” includes each reminder sent as well as patient responses. Multiple reminder transactions may occur for a single appointment. 

• Follow this link for information on pricing: https://cms.officeally.com/reminder-mate-data-sheet  

Where to Access and Configure Reminder Mate Settings

• Go to the Manage Office tab and click on the Reminder Mate option.

• Alternatively, go to the Appointments tab, move your mouse over Options in the top menu, and select Reminder Mate Settings.

• Log into a username with administrative rights enabled if Reminder Mate hasn't been activated yet, you’ll be prompted to do so before accessing the settings.

Overview of Each Settings Tab

The settings will appear in a pop-up window with four tabs: General, Voice, Text, and Email.

General Tab

• Enable/Disable Service: Use the On/Off toggle in the top left to activate or deactivate Reminder Mate. Turning it off stops reminders and billing for the following month.

• Reminder Types: Enable or disable reminders via Voice, Text, and Email. You can only customize messages for the types that are enabled.  

• Patient Response Options: In the top right, enable patients to confirm, cancel, or request to reschedule their appointments via reminder. Each response counts as a transaction.

• Reminder Timing: Choose how many days in advance (1–7) the first and second reminders will be sent. Each reminder sent is a separate transaction.

• Eligible Appointment Statuses: Select which appointment statuses will trigger a reminder. Reminders are only sent if the appointment is in one of the selected statuses.

Voice Tab

• Language Selection: English is the default. Click Add Language to select another language and enter the message in that language manually.

• Custom Message: Use the message box to create a voice script using Appointment Attributes (e.g., patient name, appointment time). Max 500 characters.

• Call Days: Choose the days of the week when calls should be made.

• Call Times: Set the time window during which Reminder Mate should make calls.

• Time Zone: Select your time zone from the dropdown in the bottom right.

Text Tab

• Language & Message: Select or add a language and create the SMS message using Appointment Attributes. Max 120 characters.

• Text Times: Set the time window for when text reminders can be sent.

• Time Zone: Choose your time zone from the dropdown at the bottom right.

Email Tab

• Email Subject: Enter the subject line that will appear on the reminder email.

• Email Body: Create the email message using Appointment Attributes. Max 2000 characters.

Saving Your Settings

Once all your changes are complete, click Save Changes in the bottom right of the window. This will apply and close your Reminder Mate settings.

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