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 and updates
To configure settings for new appointments and updates, Navigate to the "Settings" in the left-hand menu bar, and then Select "Auto Reminders." Click on "New Appointments and Updates."
Please note that there is a delay in sending notifications for new and updated appointments. This delay allows for a 10-minute buffer, giving you time to make any necessary adjustments to the appointments before notifications are sent.
Here are some important steps to follow:
Ensure that SMS and Email notifications are turned on.
If you wish to provide a link for patients to fill out any outstanding or new forms, enable this option.
Set the specific time window during which you want to send your notifications. Please note that any notifications sent outside of this window will be delayed until the start of the next 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 an appointment via 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.
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.
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.
