Using Reminder Mate in Office Ally

Reminder Mate is Office Ally’s automated appointment reminder service that allows you to send email, text, or voice call reminders to patients about their upcoming appointments. This is a paid, subscription-based service that can be activated directly from the Appointments tab by clicking on the Reminder Mate logo.

Reminder Mate Pricing

• Pricing for Reminder Mate is based on 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

Setting Up Reminders for Appointments

To begin using Reminder Mate, you must first access the Reminder Mate Settings from Options in the top menu. See the Reminder Mate Settings article for detailed instructions. When settings are complete you must add an appointment.  

Here’s how to set up reminders during the appointment scheduling process:

1. Add an Appointment

• Navigate to the Appointments tab and click Add New Appointment at the top of the page.

• Search for the patient or use the Browse button to add them.

2. Access the Reminder Mate Section

• Once a patient is selected, the Reminder Mate section will appear on the Add Appointment screen.

• Fill out the appointment details in the Appointment Information section before moving to reminders.

3. Set the First Reminder

• In the 1st Reminder drop-down, select one or more delivery methods (email, text, voice).

• Note: Each method selected counts as a separate reminder transaction.

4. Set the Second Reminder

• On the right side of the screen, choose options for the 2nd Reminder, if desired.

5. Skip Reminder (Optional)

• You can check the Skip Reminders box to disable reminders for this appointment.

Click Update to save and add the appointment.

Saving Reminder Preferences for a Patient

You can configure default reminder preferences in the patient’s demographic profile.  

Here's how:

1. Access the Patient's Record

• In Practice Mate, go to the Manage Patients tab.

• In EHR, go to Patient Charts.

2. Edit Patient Demographics

• In Practice Mate: Search for the patient and click their first or last name.

• In EHR: Search for the patient then click the pencil icon under the Edit Dem. column.

3. Update Reminder Mate Settings

• Scroll to the Reminder Mate Settings section within the patient record.

• Use the dropdowns to set a 1st and/or 2nd Reminder (multiple options may be selected for each).

4. Save Settings

• Scroll to the bottom and click Update or Apply to save the changes.

Additional Features and Settings

Reminder Mate also offers additional settings and reporting tools:

Reminder Status Column:

• If your Appointments tab is in Detail View, a Reminder Status column will appear to show which reminders were sent and if a patient responded.

Preferred Phone Settings:

• When editing patient demographics, you can mark a Preferred Phone.

• If set to “Do Not Call,” no phone reminders will be sent to that patient.

Appointment Reminder Logs:

• From the Appointments tab, hover over the Reports menu and select Appointment Reminder Logs.

• View reminder activity for a specific day, month, or custom date range, including patient responses.

Accessing Reminder Mate Settings

• From the Appointments tab, hover over Options in the top menu and select Reminder Mate Settings.

• Alternatively, go to the Manage Office tab and click Reminder Mate from the left-hand menu.

• See the Reminder Mate Settings article for more configuration details.

‍