Appointment SMS Reminders Setup

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

• 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)

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