Appointment Reminders - Alert Scheduled Patients

There are times when you need to quickly communicate with patients who are already scheduled on the appointment book. Whether you need to notify patients about weather-related office closures, unexpected emergencies, construction detours, or other time-sensitive updates, the Alert Scheduled Patients feature allows you to send a mass text message or email to affected patients.

Access Alert Scheduled Patients

From the menu bar, click Comm.

Select Tops Reminders.

Click the Alert Scheduled Patients tab.

Select Patients to Notify

Use the Doctor dropdown menu to select the provider.

Use the Location dropdown menu to select the office location.

Select the desired appointment time frame.

The list of scheduled patients matching your criteria will be displayed.

Once you have selected your recipients, choose between Text All and Email All to send your alert message.  Before sending a mass communication, it is recommended that you preview the message to ensure the content is accurate and easy for patients to understand. Messages can be previewed as many times as necessary before being sent. Read below on how to send a message using each option.

Send a Text Message

1. Click the Text All button.
2. Compose your message in the message area at the bottom of the window.

3. To preview the message before sending:

Click the Preview icon.

Enter the phone number that should receive the test message.

Click Send Preview.

4. Review the preview message and make any necessary changes.
5. Repeat the preview process as often as needed.
6. When the message is ready, click the Send icon (the pink paper airplane).

7. Choose whether appointment reminders should remain On or be turned Off.
8. Click Send the Message to deliver the message to all selected patients.

Send an Email

1. Click Email All.

2. Compose your email message.

3. Use the Preview option to review the email before sending. Enter an email address to review the email alert and click Send Preview.

4. Make any necessary changes.
5. When ready, click Send the Message to deliver the email to all selected patients.

Common Uses

The Alert Scheduled Patients feature is useful for:

• Weather-related office closures
• Power outages or office emergencies
• Construction or traffic detours
• Provider illness or schedule changes
• Last-minute office announcements
• Other situations requiring immediate communication with scheduled patients

Important Considerations Regarding the ALL Recipient List:

When All is selected as the recipient group:

• Email is the only available delivery method.
• Tops includes only patients who are considered Active.
• Patients considered Inactive are automatically excluded from the email blast.

Patients are considered Inactive and will not receive the email blast when:

• Their status is Tx Suspended, Transferred Out, Dismissed Indefinitely, or Tx Declined, regardless of whether the Dismissed box is checked.
• They have no status assigned and the Dismissed box is checked.

Patients are considered Active and will receive the email blast when:

• They have any status other than Tx Suspended, Transferred Out, Dismissed Indefinitely, or Tx Declined.
  • Example: A patient with a status of Monitor with Retention.
• They have an active status and the Dismissed box is checked.
  • Example: A patient with a status of Exam Completed and the Dismissed box checked.
• They have no status assigned and the Dismissed box checked.

Check out our International Reminders category in the Tops Knowledge Base for more tips on how to use features available in Tops Reminders!