The Appointment Reminder module is a unique way to automate Appointment Reminders. By simply specifying names and numbers to be called, the PBX will automatically call at specified times and allow recipients to confirm, cancel, and reschedule appointments. The module gives you the flexibility to control all details of the calls, from concurrent rates to retry attempts to how many days ahead to notify. You have the ability to load a CSV list of numbers to call, or even add numbers and names manually. On the fly modifications can be made to any Appointment Reminder list.
When clicking on the “Appointment Reminder” module in your PBX admin GUI you will see the following.
On the left we see the status of any Reminders we created. We can also set the Maximum Calls, so that all reminders combined will not exceed this at any one time.
On the right we see the following:
Click on the “Add a Reminder” option on the right.
Name- This is the unique name for our Appointment Reminder. We have selected Dr Office Demo.
Daily End Time- This is the time of day we want our Appointment Reminder to stop. We have set this example to 4pm.
Say Name- Select whether you would like the recipient’s name to be said. If selected it will use Text To Speech to read the name of the person associated with the reminder. We have set this to “yes."
Date Announcement- We elected to use the default announcement which says: "You have an appointment scheduled on..."
Say Appointment Date- This is selected to enable or disable the date announcement from the previous step. We have selected “Yes."
Instructions- You can use default or custom instructions for the recipient. We elected the default, which is: "To confirm this appointment press ONE, to cancel press TWO, to request your appointment be rescheduled press THREE." You can record a custom message to be played here; however, it must follow the outline listed above.
Customer Service Extension- This is the destination a recipient is sent to if they select ZERO for customer service. We routed our demo to the operator’s extension.
Reschedule Behavior- This is what happens if the recipient selects THREE to have the appointment rescheduled. We can elect to either have the call transferred, or to simply log the action for a call back. We have selected “transfer."
Press the “Save” button when done and you'll be directed to the Manage Recipients page for this reminder.
First we we need to create a CSV file. We use Excel or some other editor to create our file in this format.
Once saved as a CSV, we will select “Choose File” and then select our newly created CSV. Once it is selected we can choose our action. The default is "Append to an existing list."
We can now select “Upload." If we created our CSV properly, we will now see the following data populate under the “Recipient List” section.
Since we properly formatted our CSV, we see that all the names, numbers and appointment data are correct! However, we now remember that we forgot to add one recipient to our list. We can easily add that recipient in the “NEW” field. Simply click “Save” after inputting the additional recipient information.
Filter By- You can pick to use the date of either the Appointment or the date the call was placed for the Start and End date filter above.
When done press the “Generate” button and a CSV report will be generated that you can download.