🔔 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

---

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

---

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.

---

Notification Channels

Email Reminders

By default, reminders are delivered by email to the patient's registered email address at no additional cost. Ensure patient email addresses are captured during registration.

WhatsApp Notifications (Wallet Add-On)

WhatsApp notifications and appointment reminders are available as a prepaid wallet add-on for all clinics.

• New clinics receive 100 free starter credits to begin testing.
• Admins can manage credits and top up the messaging balance directly in Workspace Settings → Wallet.
• All messages use pre-approved meta-compliant clinical templates to ensure high delivery rates.

---

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.

---

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

---

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.