Navigate to the "Settings" in the left-hand menu bar.
Select "Auto Reminders."
Start by configuring the Global settings
Global Settings
This step is to establish the time of day when you'd like all your patients to receive their general reminder emails and/or SMS. Please choose your preferred time and save your selection.
Setting Up New Appointments & Updates Notifications
To configure notifications for new appointments and appointment updates, follow the steps below.
How to Access the Settings
Navigate to Settings from the left-hand menu.
Select Auto Reminders.
Click on New Appointments & Updates.
Notification Timing
Please note that notifications for new and updated appointments are sent with a 10-minute delay.
This buffer allows time to make any last-minute changes to appointments before notifications are delivered to patients.
Configure Notification Types & Channels
You will have full control over which notifications are sent and how:
Enable or disable notifications individually for:
Appointment creation
Appointment updates
Appointment deletion (cancellations)
Choose how notifications are sent for each type:
SMS
Email
Or both
Note: SMS and/or Email must be enabled for notifications to be sent.
Customize Notification Templates
You can now customize the messaging used for appointment notifications:
Edit the header and footer messages for appointment creation, update, and cancellation notifications.
Use available variables (such as Office Name and Office Phone) to personalize messages.
The same customized templates are applied across creation, update, and deletion notifications.
Additional Notification Settings
If you would like to include a link for patients to complete outstanding or new forms, ensure this option is enabled.
Enable or Disable using the patient's preferred name instead of the offices name.
Set the notification sending window to control when messages are delivered.
Notifications triggered outside of this window will be delayed until the next available sending window.
Setting up Appointment Reminders and confirmation
To configure settings for appointment reminders and confirmations, Navigate to "Settings" in the left-hand menu bar, and then Select "Auto Reminders." Click on "Appt. Reminders & Confirmation."
Setting up Open Dental Confirmation Definitions
Kasper automatically updates appointments in Open Dental when a patient confirms via a link sent through SMS.
Before configuring your Appointment reminders and confirmations, it's important to ensure that you have set up Open Dental Confirmation Definitions. This step is essential to ensure that your appointment confirmation process in Kasper functions smoothly.
Here's how to do it:
In Open Dental, go to the "Setup" menu.
Select "Definitions."
Choose "Appt Confirmation."
Add all the confirmation definitions you want to have.
Be sure to include a confirmation status labeled as "Kasper Confirmed." This will assist you in distinguishing confirmations originating from Kasper versus other confirmations. Additionally, add a "Confirmation Requested" status to help you identify when a confirmation has been sent to a patient. These custom statuses will enhance the clarity of your confirmation process.
To learn more about customizing your Open Dental confirmation statuses, refer to this article here.
Once you have configured your Open Dental Confirmation definitions, it's important to synchronize them with Kasper. Ensure that the Kasper confirmation statuses align with your Open Dental confirmation statuses. Additionally, specify which Open Dental statuses should not trigger a confirmation request. This synchronization will help Kasper automatically update appointments in Open Dental when a patient confirms an appointment through Kasper, ensuring your appointment management is seamless.
Don't forget to click on "Update" to save your settings.
Once a patient confirms through the Kasper confirmation link, the exact date and time of their confirmation will automatically be written into the patient’s Commlog in Open Dental.
Setting up General Reminders and Same-Day reminders
Kasper sends 3 different appointment messages:
General reminders (default): Customizable and sent at the same time every day.
To customize your default general reminders:
Navigate to Settings> Auto Reminders> Appt Reminders & Confirmation> General Reminder and click on "Edit SMS Template"
Make the desired adjustments to your default general reminder settings.
Save your changes by clicking on the "Update" button.
Don't forget to edit your SMS template for both individual and family reminders to ensure they convey the message you want.
Same-day reminders: Sent a certain number of hours before the appointment.
To customize your same-day reminder and save your settings:
Make the desired adjustments to your same-day reminder settings.
Save your changes by clicking on the "Update" button.
Don't forget to edit your SMS template for both individual and family reminders to ensure they convey the message you want.
New/updated appointment messages: Triggered by appointment changes in Open Dental.
Kasper automatically detects the patient’s preferred language from Open Dental and sends reminders in either English or Spanish based on that setting. Please make sure to customize both your English and Spanish reminder templates.
You can review or update a patient’s preferred language directly from their profile in the Communication tab.
To add a reminder follow these steps:
Click on "Add reminder"
2. Choose whether to send reminders via SMS, email or both.
3. Specify how many days before the appointment you want the reminder to be sent.
4. Click "Add" to create and save the reminder with your chosen settings.
How to set up your appointment reminders
Include Links to Forms: Decide which reminders should contain links to forms. If a patient has already filled out forms from one reminder, forms won’t be sent in subsequent reminders.
Prompt for Confirmation: Choose which reminders should ask for patient confirmation. Note that once a patient confirms one reminder, no additional confirmation requests will be sent, even if you’ve enabled the "Ask to Confirm" button for that reminder.
Enable Reminders: Select the reminders you want to use in your notification process.
Customize Auto Reminder Message: The default auto reminder message is set in the general reminder section as instructed above. To customize auto reminders sent on different days, click the "Pencil" icon under the action column and edit your auto reminder. Make sure you edit the message for individual and Family, and don't forget to save your edits.
Delete Reminders: To delete certain reminders, click the "Bin" icon under the action column.
