Setting Up Service Reminders

To get started with setting up service reminders, navigate to Settings and then Service Reminders. 

To find out if your practice management software supports service reminders through Flow, click here. 

Setting up Service Reminders within Flow

1. Navigate to Settings > Service Reminders

2. 🛑 Do NOT toggle on reminders until steps 3-4 have been completed. Scroll down to view the list of billing codes currently being used as reminders by the clinic🛑

   💡If all billing codes need to be displayed, uncheck the Hide Services Without a Reminder checkbox

   

3. Check off multiple reminders to make duplicate changes and click edit on the blue ribbon, or select the pencil icon to make changes

    

    

   🔎The columns displayed show:

   1. Checkbox to edit multiple reminders at once
       💡Editing multiple service items at once will override any existing settings

       💡Changes to the display name are not available when selecting multiple service reminders
   2. Billing Code: This is the billing code set in the practice management software

   3. Display Name: This is the name of the reminder that client’s will receive. 

       💡The display name can be edited. (Ex: A DHLPP Vaccine can be changed to Distemper Parvo Lepto Vaccine)
   4. # of reminders: The number of reminder communications set to go out before and after the reminder due date as set up in Flow
   5. Delivery: Delivery methods set for the service reminder (email, SMS text, and in-app views)
   6. Status: Shows the status of the reminder communication
       🔎Active Status: Service reminder communication is actively being sent out for the service item
       🔎Scheduled - Service reminder communication has been scheduled to start sending at a future date. Once this date comes, the status will automatically be switched to Active

       🔎Inactive - Service reminder communication is not set up for the service item

   7. Pencil Icon: Used to edit a single service item’s reminder communication settings

       💡This setting allows for changes in display name, scheduling activation, and choosing a       delivery method

4. Edit the service reminder settings by choosing:

           A. To activate the service reminder OR

           B. Scheduling an activation date

           C. Which reminders this edit applies to

           D. Delivery options

                💡The checkmark marks that delivery option as active

                💡Postcards will need to be set up separately, to get started click on Postcards or Learn                           more within the Service Reminders page

                💡Sending postcards will require additional set up and the clinic will incur additional fees to                     send

                💡Service reminder postcards will be sent to clients on their due date of the service, digital                     reminders set up for text/email will be sent out as previously set up through Flow

5. Toggle on Enable Reminders - toggling on allows reminders to be sent out as normal, toggled off all reminders cease from sending

💡The toggle takes 1-2 days to take effect to start/stop sending

💡Disabling will only stop queueing of reminders and will not stop sending already-queued reminders from sending

Optional: Updating the Appointment Request Form, Automated Responses, or Conversation Settings

💡Under Reminders, you may view or change the Appointment Request Form that will send to clients as an automated message

💡The Automated Response field allows for making changes to the messaging that appears after clients have filled out the Appointment Request Form

💡The Conversation Status toggle is the status that will be set once the form is received. This status can be changed within Conversation Settings.

Service Reminder Appointment Request Response

Clients will be able to submit an appointment request by using the appointment request form. When a client submits this form, it will appear as a conversation with the conversation status as Service Reminder Response.