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Patient Message Exchange (PMX) to Confirm Appointments

Version 20.2

Overview

Once the Patient Message eXchange has been configured, Appointment Reminders can be sent. These messages can include a link for the parent to use to confirm the appointment. Keep in mind that messages will only be sent to those contacts who have a preferred method of contact listed.

Tip: It is strongly recommended to include the patient name, appointment date, appointment time, appointment location in the message, as well as the confirmation link in the message.

Confirm Appointments from Tracking Using PMX

  1. Navigate to the Tracking window: Clinical, Practice Management, or Billing tab > Schedule button > Tracking radio button.
  2. Select the date for appointments you want to confirm.
  3. Click the Confirm button.

Warning

  • The following message is displayed if there is a missing Correspondent record preventing the confirmation link from being added: "Error: PMX Confirmation Correspondent Record Missing".
  • The following message is displayed if there is a missing Correspondent field: "Error: PMX Confirm Correspondent field (field name) missing".

  1. Select one of the following options in the confirmation window:

  • Visible: Will list all patients on that the particular calendar view. The Patient Message eXchange window is displayed. 
  • All: Will list all patients with appointments regardless of calendar view. The Patient Message eXchange window is displayed.
  • Cancel: Closes the confirmation window, and does not create a patient list or confirm appointments.
  1. Click the Create Msgs button. Once messages are created you will be told how many credits you are using.
  • Email message = 1 credit
  • Text message = 3 credits
  • Phone message = 5 credits

WarningThe following message is displayed if there is a problem with Correspondent record necessary for Appointment Confirmations. 

To continue sending the message(s) without the confirmation link, click OK. To abort the operation so that you can contact Support, click Cancel.

  1. Click OK. The messages are sent.

Review PMX Messages Sent

  1. Navigate to the Patient Message eXchange window: Practice Management tab > Patient Message eXchange.
  2. Click the Messages Sent tab.
  3. Set the criteria for view Messages Sent using the Report scope settings located at the top of the window.
  4. Click the Refresh button.
  5. (If needed) Add additional columns, and/or sort the grid.

Examples: 

  • To view the exact message sent with the patient's name and appointment time, include the Message Data and/or Message Data VM columns.
  • To view the Delivery Stage of a message, include the Delivery Stage column and refer to the following stages:
    • 0: created but never delivered to third-party
    • 1: third-party accepted, no delivery report
    • 2: delivery report from third-party
    • 3: patient responded to message
    • 4: manual (not intended for electronic delivery)
    • 5: failure

Please note: It is possible that a delivered message skips stages if confirmation happens quickly. A call-out is made every 10 minutes to our third-party vendor for a report status on any messages still in stage 1.

Review Confirm Status in Tracking

As appointments are confirmed, the Confirmation Status column in the Tracking window is updated.

Version 20.0

Overview

Once the Patient Message eXchange has been configured, Appointment Reminders can be sent. These messages can include a link for the parent to use to confirm the appointment. Keep in mind that messages will only be sent to those contacts who have a preferred method of contact listed.

Tip: It is strongly recommended to include the patient name, appointment date, appointment time, appointment location in the message, as well as the confirmation link in the message.

Confirm Appointments from Tracking Using PMX

  1. Navigate to the Tracking window: Clinical, Practice Management, or Billing tab > Schedule button > Tracking radio button.
  2. Select the date for appointments you want to confirm.
  3. Click the Confirm button.

  1. Select one of the following options in the confirmation window:

  • Visible: Will list all patients on that the particular calendar view. The Patient Message eXchange window is displayed. 
  • All: Will list all patients with appointments regardless of calendar view. The Patient Message eXchange window is displayed.
  • Cancel: Closes the confirmation window, and does not create a patient list or confirm appointments.
  1. Click the Create Msgs button. Once messages are created you will be told how many credits you are using.
  • Email message = 1 credit
  • Text message = 3 credits
  • Phone message = 5 credits

  1. Click OK. The messages are sent.

Review PMX Messages Sent

  1. Navigate to the Patient Message eXchange window: Practice Management tab > Patient Message eXchange.
  2. Click the Messages Sent tab.
  3. Set the criteria for view Messages Sent using the Report scope settings located at the top of the window.
  4. Click the Refresh button.
  5. (If needed) Add additional columns, and/or sort the grid.

Examples: 

  • To view the exact message sent with the patient's name and appointment time, include the Message Data and/or Message Data VM columns.
  • To view the Delivery Stage of a message, include the Delivery Stage column and refer to the following stages:
    • 0: created but never delivered to third-party
    • 1: third-party accepted, no delivery report
    • 2: delivery report from third-party
    • 3: patient responded to message
    • 4: manual (not intended for electronic delivery)
    • 5: failure

Please note: It is possible that a delivered message skips stages if confirmation happens quickly. A call-out is made every 10 minutes to our third-party vendor for a report status on any messages still in stage 1.

Review Confirm Status in Tracking

As appointments are confirmed, the Confirmation Status column in the Tracking window is updated.