Add Advanced Filters to Appointment Reminders

Use Weave's Advanced Appointment Filters to make sure your appointment reminders are getting to the right customers at the right time.

The availability of this feature is dependent on your practice management software.

Tip: An Operatory is also called a Resource in some practice management softwares. It might be a room, special equipment, or even a provider in some instances. Be sure to check the operatory field to see which fields are being imported.

  1. In the Weave Portal, click Message.svg Messages in the left navigation menu
  2. Click Auto-Messaging in the dropdown
  3. Edit a reminder by selecting the type dropdown, the More.svg More icon next to the reminder, and Edit.svg Edit or create a New Auto Message in the top right corner
  4. Fill out the auto-message settings
  5. Select the Advanced Filters you want to apply to this reminder
    • Appointment Status 
    • Appointment Type
    • Practitioner
    • Operatory
    • Provider Location

If your bundle includes Digital Forms, you may also attach a form to auto reminders. Learn how.

Note: Auto reminders will only be sent to new customers once they have been synced from your practice management system.

Examples

Here are a few examples of how you can integrate advanced filters into your everyday workflow when editing or creating new reminders.

Tip: Duplicate one of your regular reminders to make setup easy for new patient reminders. Just add the advanced filter to your duplicate reminder.

Create a specific appointment reminder for new patients

Some offices may want to send a customized reminder to new patients coming in for their first appointment. Here is an example of how to use the Advance Filters to do this:

  1. Select Appointment Type from the filters
  2. Select your new patient appointment types from the available options synced from your practice management software and select Apply Filters
  3. Scroll to the Compose Auto Message section to customize your message for your new patients 
  4. Click Create or Update Auto-Message when you are done 

Tip: For a new patient reminder, you may want to use the "Time Early" variable if you want them to come in 15 minutes early.

Exclude an operatory/resource from the appointment reminder

It is common for some offices to use an operatory or resource column on their schedule for no-shows or walk-ins so they don’t want patients that are in that column on their schedule to receive a reminder. This is a good example of how you can use the Advanced Filters to exclude certain patients from receiving an automated appointment reminder.

  1. Select Operatory from the filters
  2. Click the Exclude Sections circle
  3. Check the box next to the Operatory you want to exclude from receiving a reminder
  4. Click Apply Filters

Send an appointment reminder from a specific provider

In some instances, you may want to set up a reminder letting the patient know who their appointment is with, or you may want to create a post-op message to go out after an appointment with a specific provider. 

  1. Select Practitioner from the filters
  2. Select the practitioner you want this reminder to be from
  3. Click Apply Filters
  4. Scroll to the Compose Auto Message section to customize your message. This is a great way to let the patient know who they are scheduled with or to send a post-op message from a specific provider
  5. Click Create or Update Auto-Message when you are done

Filter by location

If your office has multiple locations, you may want to let your customers know which location their appointment is scheduled at.

  1. Select Provider Location from the filters

  2. Select the location you want this reminder to be from
  3. Scroll to the Compose Auto Message section to customize your message to include an address or any other details
  4. Select Create or Update Auto-Message when you are done

 

 

Was this article helpful?