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Overview of Client Communication Methods

Sending an Email to a Client

Sending a Text Message to a Client

Creating a Reminder Manually

Overview of Client Communication Methods

Email and SMS (text messages)

The client communication options in Provet Cloud include email and text messages (SMS), but the communication method(s) you can use with a specific client depend on the client-specific settings. In other words, you may be able to use only email, only SMS, or both with a specific client. You can view a client's whole email and SMS message communication history on the Communication tab of the client page.

Reminders

You can also use reminders as a method of communicating with clients. For example, you can send confirmation messages and reminders about upcoming appointments or set reminders to be sent at specific times for specific purposes, for example, follow-up visits or yearly check-ups. You can view the reminders set for a client on the Reminders tab of the client's page. You can add new reminders manually or create automatic reminders.

Sending an Email to a Client

Find the client you want to send an email to on the Clients & Patients screen or click the client name anywhere else it is available. When sending emails to a client is enabled, an envelope button is shown next to the client's name on the client page. If sending email to the client is not enabled, the envelope icon does not include a link to open the email dialogue.

1. Select the envelope. The Send email dialogue opens.
2. If your clinic has several departments, select your department from the From drop-down list.
3. The client's email address is automatically added to the To field based on the client information, but you can change it or add more email addresses.
4. Add a Subject and write your message in the Email text field. You can also use templates if they are available. 
5. In the Related patients field, you can select the client's patient(s) that the message is related to if relevant.
6. Add attachments if needed.
7. Select Send.

Sending a Text Message to a Client

Find the client you want to send a text message to on the Clients & Patients screen or click the client name anywhere else it is available. When sending SMS messages to a client is enabled, the phone number and phone icon are shown next to the client's name on the client page.

1. Select the phone number. The Send SMS dialogue opens.
2. Write your message in the Text field. You can also use templates if they are available. 
3. In the Related patients field, you can select the client's patient(s) that the message is related to if relevant.
4. Select Send.

Creating a Reminder Manually

1. Find the client you want to add a reminder for on the Clients & Patients screen or click the client name anywhere else it is available.
2. Go to the Reminders tab and select +Add. The Create reminder dialogue opens. Client, patient, email address and phone number are automatically filled in based on the client and patient information.
3. From the Default send method drop-down list, select the default method for sending the reminder message, for example, email.
4. If reminder templates are available, you can select a template from the Reminder template drop-down list. If you want to type your message manually, select the Don't use template and enter text manually checkbox. Note that client communication messages are often defined in the organisation’s policy. Check your policy with your supervisor.
5. Add a Subject and a write your message in the Email field if needed.
6. In the Due/expiry date field, add an expiry date for the reminder. You can type directly in the field or select the date using the calendar button at the end of the field.
7. In the Send before field, add the number of days before the expiry date that you want the client to receive the reminder.
8. If you want the reminder to be sent repeatedly, select the frequency from the Recur reminder drop-down list, for example, weekly. In the Recurring times field, add the number of times you want to resend the reminder.
9. Select Save.

The saved reminders are shown on the Reminders tab. They are added in the sending queue and will be sent automatically at the defined time(s). You can edit (1) or delete (2) a reminder using the buttons at the end of the reminder row. If you want to add an already sent reminder back to the sending queue, select the plus button (3). To send a reminder manually right away, select the send button (4).

See Also

Client Communication Log

How to Create & Manage Automatic Reminders

Recommended Reminder Workflows

Booking and Managing Appointments