Stay on top of client form completion and streamline your internal processes by setting up Email Reminders for incomplete Standard forms and Email Notifications for Workspace users. These tools help ensure patients complete their forms on time and keep your team in the loop when forms are completed, reducing the need for manual follow-ups.
Setting up Email Reminders for Incomplete Standard Forms
Avoid the hassle of manually following up with patients who haven’t completed their forms. This feature ensures that patients receive timely reminders, so they can submit their forms without any extra effort from your team.
These reminders are sent to patients who haven’t completed the form. Once the form is completed or after the maximum number of reminders has been sent, the emails will automatically stop.
Step 1: Navigate to Form Settings
From your dashboard, click on Settings, which is located at the top-right corner.
In the left-hand sidebar, under Automation, click on Forms.
Step 2: Access the Form Template Settings
In the Forms tab, find the standard form template you want to configure.
Under the Actions heading, click on the three dots (…) on the same row as the Standard form.
Select View from the dropdown menu.
In the form’s view page, click Settings in the top-right corner.
Step 3: Enable Form Email Reminders
Scroll down to the Form Email Reminders section, located under the Form Completion and Send patient a PDF copy options.
Toggle Form Email Reminders to the On position.
Step 4: Customise the Form Reminder Email Template
Subject Line: Personalise the subject line to better suit your message.
Email Body: Use the rich text editor to customise the message. You can include placeholders such as:
{patient_fullName} for the patient’s name.
{form_title} or {form_link} for form details.
{business_name} or {businessLocation_locationName} for business details.
Step 5: Set the Reply-to Email
Choose the Reply-to email address from the dropdown, selecting between the Business Email or Location Email.
Step 6: Configure Reminder Timing
Days Between Reminders: Set how many days after the initial form email the reminders will be sent (e.g., every five days).
Maximum Number of Reminders: Define how many reminders will be sent (e.g., a maximum of three reminders).
How it works:
The reminder sequence starts when a standard form is emailed to a patient. Reminders will stop once the form is completed or after all reminders are sent. For example, if you set a reminder for every two days and a maximum of three reminders, splose will send reminders on days 2, 4, and 6 if the form remains incomplete.
To enable email reminders, please ensure the client's communication preference is set to include 'Email' under their Details tab.
Email Notifications for Completed Standard Forms to Workspace Users
Ensure your internal team—whether practitioners, admin staff, or managers—are immediately informed when a form is completed. This eliminates the need for manual checks and follow-ups, allowing for smoother workflow coordination and faster client processing.
Workspace users (such as practitioners or admin staff) will receive automatic email notifications when a patient completes a form. This helps your team stay informed and reduces the need for manual updates.
Step 1: Enable Email Notifications for Workspace Users
Just below the Form Email Reminders section, find the Email Notifications option.
Toggle Email Notifications to the On position.
Step 2: Customise the Notification Email
After toggling Email Notifications on, you can either:
Edit the default notification by clicking the three dots (…) next to the existing notification, or
Click + Add another email to create a new notification.
In the notification editor, you can:
Customise the Name of the notification.
Select specific Users or User groups who should receive the notification.
Add an Email subject line.
Edit the Body of the email using the rich text editor, including placeholders like:
Patient-related placeholders, such as {patient_fullName}.
Form-related placeholders like {form_title} or {form_completedLink}.
Business placeholders such as {business_name}.
You can also choose to Send recipient a PDF copy of the completed form by checking the option at the bottom.
Benefits of Using Email Reminders and Notifications
Improved Patient Engagement: Automated email reminders increase the likelihood of patients completing their forms on time, reducing delays in processing.
Streamlined Workflow: With notifications sent directly to the relevant Workspace users, your team is always up-to-date on completed forms without needing to chase information.
Customisable Communication: Both reminders and notifications can be personalised with placeholders, ensuring emails are relevant and professional.
Less Manual Effort: Automation reduces the administrative burden on your team, allowing them to focus on more critical tasks.
By enabling Email Reminders and Email Notifications, you ensure that both patients and internal users stay informed, making your operations more efficient and improving overall communication.