In this segment of the ChiroHD advanced office configuration features, we will explore the Reminder Templates option. These templates encompass all the automatic text messages generated by our system. Let's delve into the various templates and understand their functionalities.
Types of Reminder Templates
Reminder Templates are pre-configured, automated text messages that ChiroHD sends without requiring manual intervention. These templates can be fully customized to match your preferred messaging. If you do not wish for a specific reminder to be sent, simply remove the variable and leave the field blank. This will indicate to the system that no message should be delivered.
Missed Appointment
Sent when the Missed Reminders feature is enabled, and ChiroHD automatically marks an appointment as missed. This message is only triggered for appointments that are automatically marked as missed—it will not be sent if the appointment is manually marked as missed.
📌 For detailed instructions and step-by-step guidance (video included), please refer to our Knowledge Base Article on "Missed Appointments and Missed Appointment Texts" here.
System's default text verbiage:
"Hello {{PATIENT_NAME}}, we missed you today. Please contact us to reschedule."
Phone number not found
Sent when a patient sends a text message to the office’s number, but their phone number is not linked to any patient profile.
System's default text verbiage:
"We are sorry! We do not recognize your phone number! Please call us at {{LOCATION_PHONE}}"
Text-Checkin
Sent when a patient follows the approved check-in sequence:
The patient has a scheduled appointment.
They receive a text reminder about the appointment.
The patient confirms their appointment by responding with an approved confirmation response.
ChiroHD marks the appointment as confirmed.
The patient arrives and texts “Here” to check in.
System's default text verbiage:
"Thank you, you have been checked in."
Text-Checkin No Appointments
Sent when a patient texts “Here” but does not have a scheduled appointment or has not followed the required confirmation sequence. If the system does not recognize the check-in request, it treats the “Here” message as random.
System's default text verbiage:
"You have no appointments scheduled for today."
Appointment Confirm - No Appointments
Sent when a patient texts “Yes” without an appointment or a valid confirmation sequence. If there is no appointment linked to the patient’s confirmation attempt, the system treats the “Yes” response as random.
System's default text verbiage:
"You have no appointments to confirm."
Appointment Confirm - Success
Sent when a patient follows the correct confirmation process:
They receive a text reminder about their appointment.
They respond with a recognized “Yes” response to confirm.
Recognized text responses are listed at the bottom of this article.
System's default text verbiage:
"Thank you {{PATIENT_NAME}}, your appointment has been confirmed. Once you arrive, you can text "here" to check in."
Appointment Confirm - Success - Virtual Waiting Room
Sent when the Virtual Waiting Room feature is enabled and the patient confirms their appointment.
System's default text:
“Thank you, {{PATIENT_NAME}}! Your appointment has been confirmed. Once you arrive, please text ‘Wait’ to remain in your car until the office is ready for you, or text ‘Here’ to check in normally.”
Family Message Pre-Appointments
Sent to the Head of Household when the family tab is set up and Text Head of House is selected for listed family members. This message serves as an introduction to the family's appointment reminders.
System's default text:
“Hello, {{PATIENT_NAME}}! Please review your family’s appointments:”
Family Message Post-Appointments
Sent after the Family Message – Pre-Appointments if the criteria are met. This message serves as a closing statement in family appointment reminders.
System's default text verbiage:
"Reply with "yes" to confirm all appointments."
Appointment Deny
Sent when a patient follows the cancellation process:
They receive a text reminder about their appointment.
They respond with a recognized “No” response to cancel the appointment.
Recognized text responses are listed at the bottom of this article.
System's default text verbiage:
"Thank you {{PATIENT_NAME}}, the office has been notified that you can't make your appointment."
Virtual Waiting Room Wait
Sent when the office has the virtual waiting room enabled and a patient has confirmed their appointment and arrives at the office and texts "Here" while waiting in their car for their turn to enter the office.
System's default text verbiage:
"The office has been notified you have arrived, you will receive another text when they are ready for you."
Virtual Waiting Room Ready
Sent when the criteria for the "Virtual Waiting Room Wait" has been met, and it is now the patient's turn to come into the office (based on the Virtual Waiting Room settings).
System's default text verbiage:
"The office is ready to see you, please come in."
Language Support
All Reminder Templates are available in English and Spanish, ensuring seamless communication with a diverse patient base.
🔹 Important: The default Spanish templates are only translations of the system’s initial verbiage. If you customize the English version, you must manually translate and update the Spanish template.
Spanish reminder texts are only sent to patients who have Spanish set as their preferred language in their Patient Profile.