Set up a Client Appointment notification

Set up Global Settings

Configure the system to send appointment reminder SMS messages or send an email to a client according to their preferences.

1. Go to Setup > System > EvolvCS System Setup > System Settings/Preferences.
2. Complete the following settings:
   • Enable Client Notification - Select the check box to enable the notifications.
   • Notify Client (Days Before Event is Scheduled) - Indicate how many days before the event is scheduled to send the notification to the client. Leave empty to get the value from Event Notifications setup. If this is empty and the setting on the event setup is also empty, then no notifications will be sent for the event.
   • Notifications Signature - Content entered in this field will be appended at the end of each email notification. This content will not be added to the SMS message.
3. Select Save.

Specify agency contact info

When configuring the notifications, they must be created in html format. Note that SMS has a 160-character limit.

1. Go to Agency Setup > Agency > Agency > Agency Information.
2. Enter the Main Contact Phone# for the agency.
3. Under Alerts, select the Override SMS/E-Mail Body Message for Client Notification checkbox.
   Results: The fields for body text and signature lines are enabled.
4. Enter standard text (boilerplate) in the required fields:
   • E-Mail Body
   • SMS Body
   • Signature Line for E-Mail
   • Signature Line for SMS
5. Enter the following codes (including the brackets) in the text as placeholders to be replaced by actual values from the system:
   • [MM/DD/YYYY] is replaced by Date of Appointment
   • [MM:HH AM/PM] is replaced by Time of Appointment
   • [CLINIC TIME ZONE] is replaced by Clinic Time Zone
   • [STAFF FIRST LAST] is replaced by Name of Staff
   • [AGENCY PHONE NUMBER] is replaced by Agency Phone Number
   • [AGENCY NAME] is replaced by Agency Name
     Example: Message and signature line text similar to this image. Note that the highlighting indicates the codes used:
     
6. Select Save.

Configure the Event Notify Schedule

1. Go to Setup > Events Setup > Notification Setup > Events Setup. 
2. In the toolbar, click Event Category. Search for and select an event category. 
3. Expand an event listed and click Edit.
4. In the Event Definition - Notify Schedule dialog, for Notify Client (Days Before Event is Scheduled), enter the number that indicates how many days before this event is scheduled that the notification will be sent to the client. This value overwrites the global setting. If this setting and the global days setting are empty, then no notification will be sent for the event.

Configure the client contact information

Client Information is where you configure the client's contact preferences.

1. Go to Client > Client Information > Personal Information > Demographics.
2. Enter the client's contact information:
   • Mobile Phone
   • Mobile Phone Use Type
   • Mobile Provider (select the MMS option with 'yes')
3. Select the OK to leave Message - Mobile Phone check box.
4. Enter the client's Email Address.
5. Select the OK to Send Email check box.
6. ​​​​​​​Under Contact Information, select the Contact Preferences check boxes:
   • Contact by Phone
   • Contact by SMS
   • Contact by Email
7. Select Save.

Run Notifications

This is a job that will be executed once a day to find scheduled appointments that were not completed already. The job will send one reminder of each media for each of the appointments. At this point in time, emails will not consolidate all the scheduled events into one e-mail. In the future, we will send an outlook appointment invitation.
Note: If a client is set up for email notification only and does not provide a cell phone number, the Mobile Provider must still be selected for the system to send the email notification.

Note: SMS notifications are handled by the utility Start Tickler Alerts.

SMS - iPhone

E-mail (showing from Gmail)

Enable Database Email

/* Procedure below creates the configuration required for myEvolv DB Mail*/
-- Enable Database Mail
sp_configure 'show advanced options', 1;
GO
RECONFIGURE;
GO
sp_configure 'Database Mail XPs', 1;
GO
RECONFIGURE
GO

-- Create a Database Mail account using evolv_cs, please change for dev, insert a valid smtp server.
EXECUTE msdb.dbo.sysmail_add_account_sp
@account_name = 'evolv_cs',
@description = 'myEvolv mail Account.',
@email_address = 'Do_Not_Reply@company.com',
@replyto_address = 'Do_Not_Reply@company.com',
@display_name = 'Do_Not_Reply',
@mailserver_name = 'smtp.company.com',

--Comment/Delete user, password lines if not using
@username = 'user',
@password = 'password',
@port = '25';

-- Create a Database Mail profile using evolv_cs, please change for dev
EXECUTE msdb.dbo.sysmail_add_profile_sp
@profile_name = 'evolv_cs',
@description = 'myEvolv mail Profile.' 

-- Add the account to the profile using evolv_cs, please change for dev
EXECUTE msdb.dbo.sysmail_add_profileaccount_sp
@profile_name = 'evolv_cs',
@account_name = 'evolv_cs',
@sequence_number =1 ;

-- Add user to DatabaseMailUser Role, please update if not using evolvuser
EXEC msdb.dbo.sp_addrolemember @rolename = 'DatabaseMailUserRole'
,@membername = 'evolvuser';
GO

-- Grant access to the Private profile to the DBMailUsers role, please update if not using evolvuser
EXECUTE msdb.dbo.sysmail_add_principalprofile_sp
@profile_name = 'evolv_cs',
@principal_name = 'evolvuser',
@is_default = 0 ;

-- Update EvolvCS table to match the settings. Copy SMTP server from above
update evolv_cs
set email_address = 'Do_Not_Reply@company.com', 
display_name = 'Do_Not_Reply',
replyto_address = 'Do_Not_Reply@company.com',
mailserver_name = 'smtp.company.com',

--Comment/Delete user, password lines if not using
mail_username = 'user',
mail_password = 'password',
email_port = '25',
enable_ssl = '0',
mail_disable = '0'