🔔 Patient Notifications

Clinic OS can automatically send reminders to patients before their scheduled appointments and when a follow-up is coming due — no manual follow-up calls needed.

Accessible by: Admin (to configure settings); all roles benefit from the feature

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How It Works

When patient notifications are enabled, the system sends reminders directly to the patient's registered email address. No action is needed from staff — reminders go out automatically based on the schedule you configure.

Two types of reminders are available:

• Appointment Reminders — sent ahead of a scheduled appointment
• Follow-up Reminders — sent when a follow-up due date is approaching

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Configuring Notification Settings

Only Admins can change notification settings. Go to Settings → Notifications.

Master Switch — Enable or Disable All Reminders

At the top of the Notifications tab is a Patient Notifications master toggle. Turning this off disables all automated reminders for the entire clinic. An amber banner is shown when reminders are disabled as a reminder to re-enable them when ready.

Appointment Reminders

Toggle Appointment Reminders on or off. When on, you can choose how far in advance to send reminders:

Select one or more timings — the system will send a reminder at each selected time.

Follow-up Reminders

Toggle Follow-up Reminders on or off. When on, choose how many days before the follow-up due date to send a reminder:

Select one or more. Follow-up reminders are sent daily at 8:00 AM.

After making any changes, click Save Preferences at the bottom of the page or your changes will not take effect.

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Notification Channel

By default, reminders are delivered by email to the patient's registered email address. Make sure email addresses are captured during patient registration.

WhatsApp reminders are available as a paid add-on, currently rolling out to early-access clinics. Your clinic requests access and is approved, then tops up a messaging wallet and pays per message sent. Ask in the Communication Center if you'd like to join the early-access rollout.

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Opting a Patient Out of Reminders

Some patients may prefer not to receive reminder emails. You can disable reminders for a specific patient without changing clinic-wide settings.

1. Open the patient's profile.
2. On the Overview tab, find the Reminders toggle.
3. Switch it off. The change takes effect immediately.

When reminders are off for a patient, a note shows: "No reminder emails sent to this patient."

To re-enable, toggle it back on.

This per-patient setting is independent of the clinic-wide master switch. If the clinic has reminders turned off globally, no reminders are sent regardless of the individual patient's setting.

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What Patients Receive

Patients receive a concise reminder with:

• The appointment date, time, and doctor's name (for appointment reminders)
• The follow-up due date and reason (for follow-up reminders)
• Your clinic's name and contact details

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Tips

• Set up notification preferences before your first day of appointments — it takes under a minute.
• If a patient's email address is missing, they will not receive reminders. Add it in the patient's Edit form.
• For patients who share an email address (e.g. a parent managing a child's account), consider using the per-patient opt-out to avoid duplicate or irrelevant reminders.
• Check the master switch if patients report they are not receiving reminders — it may have been accidentally turned off.