Set Up Custom Reminders

If you have Reminders+ or Full TopsDPX, you can send customized reminders to specific appointment groups!

First, create your Patient Groups:

1. Go to Comm > Tops Reminders.
2. In the Patient Communicator tab, select Patient Groups.

3. Click the plus sign on the upper right corner.

4. Give your group a name, such as Retainer Checks.
5. Select the Practitioners to be assigned to the group. Typically, you will select all practitioners.
6. Under Treatments, select the appointment types that should belong to the group - check all that apply!
7. Disregard the Operatories section.
8. Patient Properties allows you to select demographics for your Patient Group if desired. If you do not wish to narrow down the demographics, leave them set to Any.
9. When you are satisfied with your selections, click the checkmark to save the Patient Group. You can remove or delete Patient Groups at any time.

Next, add your Custom Reminder settings:

1. Go to Comm > Tops Reminders > Schedule and Settings > Settings > Appointment Reminders.
2. Scroll down to the first available Smart Reminder.

3. Click the gear wheel icon to open up the settings for the Custom Reminder.
   1. Give the reminder a Friendly Name - in our example, we used "Retainer Checks."
   2. Place checkmarks in the boxes for your preferred contact methods. In our example, we only checked Text, but you can select more.
   3. Enter the number of HOURS or DAYS and whether the reminder should go out BEFORE or AFTER the appointment.
   4. At the very bottom, remove the check mark from days of the week that you do not want this reminder to go out (such as weekend days.)

4. Click on ADD FILTER.
   1. Select Only send.
   2. Select the Patient Group to which you want the Custom Reminder to send.
   3. Repeat for any other Patient Groups to which you want to send the Custom Reminder.
   4. Click SAVE.

Finally, write your Custom Reminder:

1. Click on the Custom Reminder. It will now display your Friendly Name.
2. Click on Text.
3. Edit the existing template to your liking. Add wording specific to the appointment type, such as "Don't forget to bring your retainers to your appointment!"
4. If you wish to plug in the blue variables, simply click on them to insert them in the template. These variables pull information from the Tops patient chart.
5. Review the preview that shows on the right. When you are satisfied, click SAVE.
6. Repeat this process if you have selected for an Email to go out as well.