Text Reminders Guide
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Table of Contents
Setting Up Text Reminders ....................................................................................................................................... 1
Activate Portal Admin Function ................................................................................................................................ 2
Customize Text Messages ........................................................................................................................................ 3
Using the Portal Reminder Status Report ................................................................................................................. 8
How to Update the Patient Reminder Status Report ........................................................................................................... 10
Setting Up Text Reminders
This guide explains how to turn on the text reminders per patient available through ICANotes.
1. The Cell Phone number needs to be added to the Demographics.
2. Activate Text Message appointment reminders.
Example Text Message
If the patient texts back YES, the Patient Reminder Status Report will show as confirmed.
If the patient texts back NO, the Patient Reminder Status Report will show as cancellation requested.
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Activate Portal Admin Function
1. To set this up, you need to go to Settings + Directories. A Security Administrator needs to click the
drawer from the Chart Room.
2. Click the button on the bottom.
3. Enter your password.
4. Click the button to continue.
5. In the Security Center, find the name of the person who will take the role of Patient Portal Admin and click
the button in the right column. (Note: If you are setting yourself to be the Patient Portal Admin,
the button will be purple.)
6. In the top left corner, click the ‘Patient Portal Admin’ checkbox to turn on the feature.
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7. Click the button to save the change.
This user is now ready for Patient Portal Admin functionality and will be able to customize text messages
through the patient portal.
Customize Text Messages
1. As a Patient Portal Admin, go to https://patientonlineportal.com and log in using your User name and
password. Click the button.
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2. You will be logged into the Patient Portal. Go to on the top right.
3. On Admin Tools, click the button.
4. This area is split into three areas. The Reminder Timing, second Reminder Timing, and Notification Timing.
The Reminder Timing is default and will be sent out, the other two can be turned on/off. Let’s look at these
individually.
5. The Reminder Timing is default and will be sent out within 48 hours of the appointment. You have three
areas that you can control.
• when to send the reminder
• confirm/cancel by text
• reminder text
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5a. You can change the hours ahead to send the reminder by using the arrows in the field.
5b. Change the option to confirm/cancel by text by clicking the slider located on the right side.
5c. Reminder Text can be created in the Reminder Text field. You can use the buttons
to pull in data
from the ICANotes calendar.
The message located in the field is the default message. You can change this message by clicking in the field
and typing the new message (don’t forget to use the buttons to insert data).
5d. The icon can be clicked for help.
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5e. Click the button to see what your text will look like.
6. A second reminder can be sent after the initial reminder to allow reminders to be sent further. This option
can be turned on/off by using the slider located in the top left of the Send a second reminder box.
6a. You can change the hours to send the reminder by using the arrows in the field.
6b. Change the option to confirm/cancel by text by clicking the slider located on the right side.
6c. Reminder Text can be created in the Reminder Text field. You can use the
buttons to pull in
data from the ICANotes calendar.
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The message located in the field is the default message. You can change this message by clicking in the field and
typing the new message (don't forget to use the buttons to insert data).
6d. Click the button to see what the text will look like.
7. A Notification Timing can be sent after the second Reminder Timing to allow reminders to be sent further.
This option can be turned on/off by using the slider located in the top left of the Send a notification box.
7a. You can change the hours to send the reminder by using the arrows in the field.
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7b. Notification Text can be created in the Notification Text field. You can use the
buttons to pull in
data from the ICANotes calendar.
The message located in the field is the default message. You can change this message by clicking in the field and
typing the new message (don't forget to use the buttons to insert data).
7c. Click the button to see what the text will look like.
8. Once all of your texts are set, click the button.
9. Look for the Settings Saved notification in the bottom right to verify all settings saved.
Using the Portal Reminder Status Report
1. Click on the Portal Reminder Service link from the drawer from the Chart Room to go to the
Patient Reminder Status Report.
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A. All Current - Displays all current notifications or will display all notifications set within the search by date
filter.
B. No Response - Displays all no responses from patients or will display all no responses set within the search
by date filter.
C. Sort By Site – Displays reminders by site.
D. Cancellation Requests – Requests received from patients to cancel appointment. Appointments will not be
cancelled until marked cancelled by staff.
E. Confirmed Responses – Response received from patients confirming appointment.
F. Update Status – A method to update status of records by bundle.
G. Filter Search By Date – Dates that can be filled in before performing a query for a specific time period.
H. Update/Refresh Responses – Updates the screen.
I. Find Reminders Enqueue – Performs find for all requests in queue. This exists for a special case where a
patient may receive two reminders in a small-time period. Thus, a response in text will only result as a
response for one reminder. The system is set up so that queued reminders can be tracked.
A. A green check will show when the patient response status and event status fields match.
B. Patient Response Status – This shows the patient’s response.
C. Event Status – This is the status shown on the ICANotes appointment book/calendar.
D. Appointment Date – The date of the patient’s appointment.
E. Start – The appointment start time.
F. End – The appointment end time.
G. Clinician – The clinician assigned to appointment.
H. Patient – The patient’s name.
I. Patient ID – The patient’s ID number.
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J. SMS Status / SMS Sent – Text message status and the date that the text message was sent.
K. Email Status / Email Sent – Email message status and the date that the email message was sent.
How to Update the Patient Reminder Status Report
1. After the patient responds via email or text, the Patient Response Status will update on the report.
2. Click the button to open the dropdown menu choices to update the event status.
3. When the Event Status is changed to match the Patient Response Status, a green check mark will populate
in the left column.
Note: When the Event Status is changed in the Portal Reminder Status Report, the status also changes in all
areas of ICANotes (Clinician Reminder Sheet, Event Details, and Calendar Quick View).
