It is the practice's responsibility to make sure that you have a generic email address which is able to send SMS texts, if you’re not sure please check with your local IT prior to enabling appointment reminders.
Configuring Types
For those appointment types which you DO NOT want SMS reminders to be sent (EG telephone, triage etc)
Click on Settings (left hand side)
Click on Practice Details (Right hand side)
Click on Types tab
Edit the type
Click on the additional tab
Tick the ‘Do not issue automatic SMS reminders for this type’
Tick the ‘Do not issue automatic SMS confirmation for this type’
Tick the ‘Do not issue automatic SMS DNA messages for this type’
OK
Repeat the above for each type which you DO NOT want SMS reminders to be sent
Configuring the SMS Gateway and Email to send the SMS texts
SMS Gateway Provider | SMS Texts | Cancellations (reply to text) |
SMS over NHS Mailbox (and other SMS over email services) | Sends Texts | Unable to process reply to text cancellations |
MJOG API | Sends Texts | Processes cancellations |
Firetext | Sends Texts | Processes cancellations |
Esendex | Sends Texts | Processes cancellations |
X24 | Sends Texts | Unable to process reply to text cancellations |
Click on Settings (left hand side)
Click on Communication Settings (right hand side)
SMS Gateway tab - configuring the SMS gateway provider
NHS mailbox - This option uses an nhs.net mailbox to send SMS texts
SMS Gateway Provider should be set to SMS via email
Domain should be set to NHS (this forwards the text to the mailbox)
NOTE: The SMTP Service tab must be configured below for the text to send as an email
Other mailbox - This option uses a 3rd party mailbox to send SMS texts
SMS Gateway Provider should be set to SMS via email
Domain should be set to Other
Add the SMTP SMS server address (this forwards the text to the mailbox)
NOTE: The SMTP Service tab must be configured below for the text to send as an email
MJOG - This option uses the MJOG API to send SMS texts and process cancellations
Click on the down arrow next to SMS Via Mail and select MJOG API
Click onto the MJOG API tab and enter the account token (Provided by MJOG)
Add the mobile number to be displayed on the text. NOTE: if this is blank the text will be set to ‘NHS No Reply’
Tick ‘send confirmation SMS when appointment cancelled by SMS reply’ if required
Firetext - This option uses the Firetext API to send SMS texts and process cancellations
Click on the down arrow next to SMS Via Mail and select Firetext API
Click onto the Firetext API tab and enter the API key (Provided by Firetext)
Add the mobile number to be displayed on the text. NOTE: if this is blank the text will be set to ‘NHS No Reply’
Tick ‘send confirmation SMS when appointment cancelled by SMS reply’ if required
Esendex - This option uses the Esendex account to send SMS texts and process cancellations
Click on the down arrow next to SMS Via Mail and select Essendex
Click on the Esendex tab and enter the account details (provided by Esendex)
X24 - This option uses the X24 API to send SMS texts
Click on the down arrow next to SMS Via Mail and select X24
Click on the X24 tab and enter the account details (provided by X24)
SMTP Service tab - configuring the email address (NHS, GMAIL, CUSTOM)
NHS mailbox
Select NHS from the SMTP Service drop down box
Username - type in the email address
Password - type in the password of the email address
Click on Test Email to send a test email to your email address
Click on OK
GMAIL mailbox
Select GMAIL from the SMTP Service drop down box
Username - type in the email address
Password - type in the password of the email address
Click on Test Email to send a test email to your email address
Click on OK
CUSTOM mailbox
Select CUSTOM from the SMTP Service drop down box
Username - type in the email address
Password - type in the password of the email address
SMTP Service Configuration - (information provided by your local IT)
Click on Test Email to send a test email to your email address
Click on OK
Test SMS texts are sending OK
Click on the SMS Gateway tab
Click on Test SMS (bottom right)
Type in a valid mobile number
Click on send
Sent message will confirm that the configuration is correct
NOTE: You should receive a no reply text message (may be a delay)
Note: if an error is generated it’s possible the SMS account has not been configured correctly. Please check all steps have been followed in the ‘configuring the email account’ above.
User configurable prompt to collect a patient's contact number
Click on Settings (left hand side)
Click on User Details (right hand side)
Click on the Display tab
To see a prompt for the patients contact number UNTICK 37 ‘do not display prompt to collect patient contact number’ and click on OK
To suppress the prompt for the patients contact number TICK 37 ‘do not display prompt to collect patient contact number’ and click on OK
Switching on SMS Appointment Reminders
Click on Utilities (left hand side)
Click on Appointment Reminders (right hand side)
Tick ‘Enable reminders’
Tick ‘Enable Confirmations’ if this is required
Tick ‘Enable DNA Reminders’ if this is required
Click on the Reminders tab
Tick ‘ Do not send reminders for appointments booked for the same day’ if this is required
Tick ‘ Only send one reminder for joint appointments’ if this is required
Select Default 1 or Default 2 text (most practices select default 2 as there’s currently no facility to cancel the appointment by replying to the text. If you select default 1 I’d recommend removing the reply 123 from this message)
Click on the Confirmations tab and check the text (if enabled above)
Click on the General tab
Opt in / out - default (require opt in / out) is recommend however there are different options available on the drop down
Send message as: SMS only (default)
Click on OK
Appointment reminders are now configured and ready to send to patients who have opted into Appointment Reminders.