OVERVIEW
This article covers the contents and purposes of a subsection of General Information in the Specialist User Account.
Reminder Subscription controls a list of automated Kawaconn emails that the Specialist would like to receive in relations to service and availability reminders.
CONTENTS
- PROMOTION CAMPAIGNS
- VIEW OTHER SPECIALIST'S SESSION STATUSES IN CALENDAR
- BOOKING DAYSHEET REMINDERS
- AVAILABILITY UPDATE REMINDERS
- UPDATING PATIENT ATTENDANCE REMINDERS
- SUBMITTING DICTATIONS AND REPORTS REMINDERS
- APPOINTMENT REMINDERS
- APPOINTMENT CONFIRMATION
- APPOINTMENT CANCELLATION NOTICES
- SEND NOTICE TO STAFF PIC
PROMOTION CAMPAIGNS
Description
- Informational guide on whether the specialist is happy to receive promotional material from the provider
- Only for reference. Kawaconn does not contain Mail Templates for promotional purposes. Any promotional material that the provider desires to send is created using Marketing Campaigns or sent externally from Kawaconn
Kawaconn Mail Template Sent: N/A
When is the Email Sent: N/A
VIEW OTHER SPECIALIST'S SESSION STATUSES IN CALENDAR
Description
- Allow Specialists (with logins) to see redacted sessions of other Specialists using the same Service Centre(s) in their Clinic Calendar
- Useful when the Specialist needs to be aware of potential clashes of availabilities
Kawaconn Mail Template Sent: N/A
When is the Email Sent: N/A
BOOKING DAYSHEET REMINDERS
Description
- Notifies Specialists of the status of sessions for upcoming appointment dates
- If an appointment date contains at least one confirmed booking, Specialists receive a PDF file (daysheet) containing a schedule of booked appointments
Mail Template | Purpose | When is the email sent? |
|---|---|---|
TEMPLATE_06 | Informs the Specialist that no sessions have been booked for an Appointment Date | 7 and 3 days before the appointment date, if no session(s) are booked. |
TEMPLATE_07 | Informs the Specialist that sessions have been booked for an Appointment Date and provide a PDF of the schedule | 7 and 3 days before the appointment date, if at least one session has been booked. |
TEMPLATE_37 | Informs the Specialist that the provider has passed back a timeslot to them, since no booking has been made yet | 10 days before the appointment date, if the session is listed as Unconfirmed Available |
AVAILABILITY UPDATE REMINDERS
Description
- Notifies Specialists of when they are running out of future availabilities with the provider
Kawaconn Mail Template Sent: TEMPLATE_20
When is the Email Sent: 6, 4, 2 and 1 week(s) prior to the last date with availabilities/sessions*
- Sending frequency is customisable and can be altered in APP SETTINGS -> System Configuration -> Reminder Setting
UPDATING PATIENT ATTENDANCE REMINDERS
Description
- Reminds Specialists to notify the provider on whether the appointment had proceeded
Kawaconn Mail Template Sent: TEMPLATE_09
When is the Email Sent: 2, 4 and 6 days after the Appointment Date*
- Sending frequency is customisable and can be altered in APP SETTINGS -> System Configuration -> Reminder Setting
SUBMITTING DICTATIONS AND REPORTS REMINDERS
Description
- Reminds Specialists to complete the submission of reporting files to the provider, so that the service complies with the date of when the report is expected to be completed and sent to the Booking Company
Mail Template | Purpose | When is the email sent? |
|---|---|---|
TEMPLATE_12 | Reminds the Specialist that the Report is close to the Expected Completion Date | 3 days after the Appointment Date* |
TEMPLATE_12A | Reminds the Specialist that the Report is expected to be completed today | 5 days after the Appointment Date* |
TEMPLATE_12B | Informs the Specialist that the Report is overdue and should be completed at its earliest convenience | 7 days after the Appointment Date* |
- Sending frequency is customisable and can be altered in APP SETTINGS -> System Configuration -> Reminder Setting
APPOINTMENT REMINDERS
Description
- Reminds Specialists of an upcoming confirmed appointment scheduled
Kawaconn Mail Templates Sent:
- TEMPLATE_78_Remind - in-person appointments
- TEMPLATE_40_Remind - telehealth appointments
- TEMPLATE_40_PHONE_Remind - telehealth appointments (SMS)
- Requires Twilio integrations
When is the Email Sent: 1, 3 and 7 days prior to the Appointment Date*
- Sending frequency is customisable and can be altered in APP SETTINGS -> System Configuration -> Reminder Setting
APPOINTMENT CONFIRMATION
Description
- Informs Specialists that an availability has been booked
Kawaconn Mail Templates Sent:
- TEMPLATE_78 - in-person appointments
- TEMPLATE_40 - telehealth appointments
- TEMPLATE_40_PHONE - telehealth appointments (SMS)
- Requires Twilio integrations
When is the Email Sent (default): upon service case creation (with a booked appointment)*
- If ticked, whenever a case books the Specialist, in Appointment Details, a checkbox is automatically set to send the Appointment Confirmation email to the specialist
- The checkbox can be overwritten and Staff can choose if/when to send the email
APPOINTMENT CANCELLATION NOTICES
Description
- Informs Specialists that a case has been cancelled.
Kawaconn Mail Templates Sent:
- TEMPLATE_81 - cancellations of cases with an "Appointment Confirmed" session
- TEMPLATE_81A - cancellations of cases only at status Appointment Requested
- TEMPLATE_MN_135 - cancellations for Medical Negligence Triage cases
When is the Email Sent (default): upon service case creation (with a booked appointment)*
- If ticked in Cancellation Status, a checkbox is automatically set to send the cancellation email to the specialist
- The checkbox can be overwritten and Staff can choose if/when to send the email
SEND NOTICE TO STAFF PIC
Description
- Staff who are in charge of managing a Specialist's activities can be assigned as an Account Manager/Staff PIC (person-in-charge)
- Account Managers can receive notifications of actions that can improve business practices
Mail Template | Purpose | When is the email sent? |
|---|---|---|
TEMPLATE_172 | Informs Staff that they can promote new availabilities provided by the Specialist to Case Managers | The Specialist creates new sessions on the Clinic Calendar |
TEMPLATE_173 | Informs Staff to advise interested Case Managers of a session that is freed up and available for a booking due to a cancellation | An IME case is cancelled |
TEMPLATE_174 | Informs Staff that the Specialist still has upcoming availability and should try to promote/book them | There are sessions in the Calendar that can still be booked with a Specialist within 3 weeks of the Appointment Date |
| TEMPLATE_175 | Informs Staff that the Specialist is fully booked out and invite discussions on whether additional availabilities can be provided | All sessions within 4 weeks of the Current Date on the Calendar are booked |
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