Booking and reminder emails and SMSs can be set with different content and timing by following the steps below. Watch this video for more on Business Setup.


On this page: 

  • Important Information
  • Edit Booking and Reminder Content
  • Add an Intake Form
  • Emails for Telehealth
  • Email and SMS Examples


Important Information

  • Booking emails and SMSs go out immediately when the booking is made, either via the diary or through the online booking portal. 
  • Reminder emails and SMSs are sent based on selections made in Business Setup -> Your Clinic -> Diary Settings (see notes below and image). 
    • Reminder Notice (1) -> reminder emails and SMS to go in the morning between 1 - 7 days prior to the event. 
    • Reminder Notice (2) -> reminder SMSs to go between 1 - 3 hours prior to the consultation beginning. 
  • Reminder SMSs (1) sent 1 - 7 days prior are sent in the morning but delivered in batches, this is to avoid being marked as spam and discared by telecommunications carriers. This means these SMSs can arrive anytime during that day. 
  • Day of Reminder SMSs (2) sent 1 - 3 hours prior to the consultation are sent immediately.




Edit Booking and Reminder Content


Step 1. To edit the content of booking and reminder messages, go to Business Setup -> Booking and Reminders. 



Step 2. Select 'Edit' next to the Service Category message you would like to edit, please see the example templates below.




Please note: When copy and pasting message templates into SimpleClinic -> highlight the text -> right click the mouse -> copy -> right click in SimpleClinic -> Paste as plain text.  This prevents copying over background formatting and coding from other sources.


Within each Message Service Category you have the option to edit Booking SMS, Booking Emails, Reminder SMS, Reminder Emails and Day of Reminder SMS. 

 


Add an Intake Form


Step 3. Use the 'INSERT FORM' button to insert the link to an intake form in the required booking and reminder emails. You the templates below if you are creating new booking or reminder emails.



Emails for Telehealth


Step 4. If you are working Online instead of In Clinic, replace the Location or address in your emails with your Telehealth URL.


Refer to the following article if you are integrating your Zoom Pro account with SimpleClinic, click here. 

Refer to this article if you are using SimpleClinic Meet telehealth, click here.


If you are doing both online and In Clinic consultation create separate services and booking & reminder messages for each of these. 

To create new services see the following article: How to edit or add new services

To create new message service categories see this article: Editing & creating message categories



Step 5. Once you have edited the messages ensure to select SAVE in the bottom right hand corner of the screen.


When you make any changes to messages settings make sure to edit all Booking SMS, Booking Emails, Reminder SMS and Reminder Emails. 




Email and SMS Examples


Booking email template example:


Dear {{client.first_name}}


This is to confirm your appointment.


Your appointment details are:


Date: {{event.user_dtstart|date("d/m/Y")}}


Time: {{event.user_dtstart|date("g:i a")}}


Times are shown in {{event.user_tz}} timezone


By making this appointment, you have indicated your health is important to you.


Your health and wellbeing is my clinic's priority. 


CANCELLATIONS


Our clinic is a busy clinic. If for some reason you need to reschedule your appointment, we require {{service.cancellation_hours}} hours' notice; or a fee of ${{service.cancellation_amount}} applies. This, in consideration for others, allows me to schedule in patients from my waiting list. Please remember to confirm {{service.cancellation_hours}} prior to your appointment. 


You can cancel, reschedule and confirm online by clicking here: {{event.cancel_url}}


CLINIC ADDRESS & PARKING

{{location.name}}

{{location.street}}

{{location.suburb}}

{{location.state}}


If you have further questions regarding your consultations or my clinic, please don't hesitate to call.


Yours sincerely,

{{practitioner.first_name}} {{practitioner.last_name}}



Reminder email template example:

 

Hi {{client.first_name}} this is reminder of your appointment. 


Your appointment details are:


Date: {{event.user_dtstart|date("d/m/Y")}}


Time: {{event.user_dtstart|date("g:i a")}}


Times are shown in {{event.user_tz}} timezone


CANCELLATIONS / RESCHEDULES / CONFIRMATION


Our clinic is a busy clinic. If for some reason you need to reschedule your appointment, we require {{service.cancellation_hours}} hours' notice; or a fee of ${{service.cancellation_amount}} applies. This, in consideration for others, allows me to schedule in patients from my waiting list. Please remember to confirm {{service.cancellation_hours}} prior to your appointment. 


You can cancel, reschedule and confirm online by clicking here: {{event.cancel_url}}


CLINIC ADDRESS & PARKING

{{location.name}}

{{location.street}}

{{location.suburb}}

{{location.state}}


If you have further questions regarding your consultations or my clinic, please don't hesitate to call.


Yours sincerely,

{{practitioner.first_name}} {{practitioner.last_name}}



SMS template example:


Hi {{client.first_name}},  I look forward to seeing you {{event.user_dtstart|date("d/m/Y")}} {{event.user_dtstart|date("g:i a")}} for your {{service.service_name}}, {{event.user_tz}} timezone.  {{practitioner.first_name}} {{practitioner.last_name}}


SMS Day of Reminder template example:


Hi {{client.first_name}}, Your appointment is starting in 3 hours. {{practitioner.first_name}} {{practitioner.last_name}}