Email & SMS Reminders

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NPAWorks now has the ability to generate automatic email messages that can be sent to your staff or clients based on a variety of different reasons and parameters. Below you will find a list of available email updates and descriptions of what they do. If you would like to set up any of these automatic messages, please contact any member of our support team.

  1. Appointment Reminders: This will send an email to selected Departments and Job Titles giving them their schedules for that day, the next day or the week. This can include only Service appointments or both Service and Non-Service appointments. You have the choice of what time this email is sent out, and if you choose to send it once per week, you can select the day as well. It is up to you if you would like to include the Location of appointments or remove this column for security purposes.
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  3. Appointment Reminders On Update: This will send an update to staff within selected Departments and Job Titles when new appointments are added or existing appointments are modified on their schedules. NPAWorks will check the system frequently (ex. every 30 minutes) for updates and send an email to anyone whose schedule has been changed. You can select how many days should be considered when checking for updates and whether or not you want to include Service and Non-Service appointments or Service appointments only.
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  5. SMS Appointment Reminders to Guardians: This will send an email to Client Guardians their schedules for that day, or the next day. This includes both Direct and Non-Direct service appointments. You have the choice of what time during the day this email is sent out daily. It is up to you if you would like to include the Location of appointments or remove this column for security purposes.
    NOTE: These messages are sent via text message. Message and data rates may apply.

    Message Format:

    1. You have a scheduled appointment with “therapist name” on “appointment date & start time” at “appointment date & start time.”
  6. SMS Appointment Reminders On Update to Guardians: This will send an update to Client Guardians when new appointments are added or existing appointments are modified on their schedules. NPAWorks will check the system frequently (ex. every 30 minutes) for updates and send an email to the guardian reporting any change to the client’s schedule.
    NOTE: These messages are sent via text message. Message and data rates may apply.

    Message Format:

    1. The time of your appointment today with “therapist name” has been changed to “appointment date & start time” to “appointment end time”.
    2. Your appointment today at ‘appointment start time” with “therapist name” has been cancelled.
  7. Client Notes to Staff: This will send an email to designated Staff when selected Note Types are expiring on the Client’s Notes and Issues tab. Staff recipients can either be selected by choosing to send these reminders to all staff members with a specific job title or identified by their relationship type in the Client’s contact list. If the staff recipients are designated by job title, all staff members with that job title will receive all reminders, regardless of caseload. If you add the staff member as a contact to the client record, then only the staff member listed on the client’s record as a contact will receive the reminder for that client. You can select how far in advance to the note’s expiration date that the message will go out.
  8. Staff Note Reminders: This message pulls from expiring Staff Notes and Issues. You can choose the note type(s) to be sent and indicate if the message should be sent to the Staff Member whose profile the note is on or the Immediate Supervisor of the Employee. The Immediate Supervisor is selected on the General screen of the Staff’s profile. You are also able to select how many days prior to the note expiring that you would like the message to be sent.
  9. Credential Expiration: This will notify your staff members when they have a Credential that is close to expiring. The message will be sent out to selected Departments and Job titles as many days in advance as you choose.
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  11. Lock Schedule Alert: This is a weekly reminder to your staff to render their appointments and lock their schedule. You can choose what day and time the email is sent and to which Departments and Job Titles. You also have the option to send to all staff, or only staff members who have yet to lock their schedules at the time of the email. The text for this email is customizable to your company’s needs. Please see the sample text in email below.
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  13. Employment Anniversary: This message can be set up to congratulate your employees of the anniversary of their hire date. You can select which Departments and Job Titles receive this email.
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  15. Contract Expiration: NPAWorks will do a daily check for contracts that are approaching their expiration date. This message will send an alert to the Departments and Job Titles of your choice, notifying them when a contract is nearing that date. It is up to you to select how many days before the expiration you are notified.
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