Automate Premed Text Messages Prior to Patients' Appointments

YAPI features an automated system for reminding patients to pre-medicate prior to an appointment. Pre-medicate text reminders require a 48-hour buffer between appointment creation and appointment date. The reminder is distributed at 10:00 AM, one day prior to the appointment. The pre-medicate text feature is highly modular and can be enabled in a variety of unique manners to fit different workflows. Read on to become informed and make the most of this feature in a way that makes sense for you and your practice. 

This article contains the following sections:

Enabling the Pre-medicate Text Message

Prior to configuring any given patient to receive a pre-medicate text message, you must first confirm that the feature is enabled globally.

  1. Click on Setup and Manage (the wrench icon) at the top of the YAPI dashboard.

  2. In the menu that appears, click on Global Setup. Once prompted for a password, the default password is "password" (case-sensitive, no quotation marks).

  3. Click on the Reminders tab at the top.

  4. Within that configuration page is a purple section labeled Pre-medicate text below the other text templates. Check the box labeled Enable in this section.

premed_check.png

If a text template is not preselected, you can select a template by clicking the > > button located to the right of the field. The default template says:

[[PREFNAME]], do not forget to premedicate if needed for your dental appointment on [[APPOINTMENT DATE]] [[PRACTICE]]

"[[PREFNAME]]" will be replaced by the patient's first or preferred name, and "[[APPOINTMENT DATE]]" and "[[PRACTICE]]" are replaced by the date of the appointment and the name of the practice.

TIP: For more information on Merge Tags, check out our article regarding the matter.

Automating Pre-medicate Reminders

There are two routes YAPI will target to determine whether or not a patient is eligible to receive pre-medicate text messages; the patient's selected medical conditions and a few PMS-specific note-taking sections in the patient's file. The configuration process for either method will vary across different practice management systems, but the idea remains the same. Some of the more popular examples (Open Dental, Eaglesoft, and Dentrix) are included in this guide.

Via a Medical Condition

A patient marked as having a medical condition prefixed by "Premed" or "Premedicate" will receive a pre-medicate reminder prior to all appointments.

Open Dental

  1. In Open Dental, access the list of Medical Conditions by navigating to Lists at the very top and selecting Problems.

  2. Peruse the list for conditions prefixed by Premed or Premedicate. The condition must begin with one of those two phrases; it cannot begin with any special character, number, or letter prior to either of those two phrases.

  3. If one does not exist, you can create one by clicking the Add button on the right side.

    Screen_Shot_2018-10-09_at_4.51.00_PM.png

  4. In the field labeled Description, you must prefix any other phrase with the word Premed or Premedicate. Again, the name must begin with one of those 2 phrases.

    Screen_Shot_2018-10-09_at_4.54.07_PM.png

  5. You must now update the list in YAPI to reflect your changes. Please see this article for instructions: Pulling Medical History List Updates From Your Database.

    Warning! Failing to do so may result in a broken Medical History form and potentially inaccurate patient data.

Dentrix

G6 and Below

  1. From the Dentrix Office Manager Utility (the chair icon), click on Maintenance at the top, and go to Practice Setup > Definitions.

    Screen_Shot_2018-09-24_at_9.05.23_AM.png

  2. Under Definition Type, select Medical Alerts in the drop-down menu.

  3. Type an alert name in the empty field; the alert must begin with either Premed or Premedicate. Click Add on the right to add your new condition; then click on Close.

    Screen_Shot_2018-10-09_at_5.02.20_PM.png

  4. You must now update the list in YAPI to reflect your changes. Please see this article for instructions: Pulling Medical History List Updates From Your Database.

    Warning! Failing to do so may result in a broken Medical History form and potentially inaccurate patient data.

G7

  1. From nearly any Dentrix module, locate and click the Health History (cross) icon from the toolbar at the top.

    Screen_Shot_2018-09-24_at_9.14.58_AM.png Screen_Shot_2018-09-24_at_9.16.25_AM.png

  2. In the Health History window, click on the Setup (cog) icon at the top right.

    Screen_Shot_2018-10-09_at_5.06.01_PM.png

  3. From the tab labeled Medical Conditions, you can Add a condition or Edit an existing condition via the buttons on the right.

    Screen_Shot_2018-10-09_at_5.07.43_PM.png

  4. In the description field, the name of the condition must begin with Premed or Premedicate in order to function as expected:

    Screen_Shot_2018-10-22_at_3.28.24_PM.png

  5. You must now update the list in YAPI to reflect your changes. Please see this article for instructions: Pulling Medical History List Updates From Your Database.

    Warning! Failing to do so may result in a broken Medical History form and potentially inaccurate patient data.

Eaglesoft

For Eaglesoft to integrate premed text functionality through a medical condition, you must have a condition or question on your Eaglesoft Medical History form tied to the premed alert. Editing the Medical History form will require you to create an entirely new form, both in Eaglesoft and in YAPI.

Screen_Shot_2018-09-21_at_3.15.37_PM.png

Please contact us so that we can help streamline that process.

Assuming the specs provided above were fulfilled, assigning this condition to a patient via the Medical History Form or the chart utilities provided by your Practice Management Software will enable pre-medicate text reminders for that patient. 

Via the Patient's File

Including the word "premed" or "premedicate" in very specific locations of the patient's file/chart can also trigger premed text messages.

Open Dental

  1. Select a Patient via the Select Patient button at the top, then navigate to the patient's chart via the Chart button on the sidebar on the left side of Open Dental.

  2. At the bottom left, double-click on the red portion of the Patient Info section.
    Screen_Shot_2018-10-22_at_3.38.37_PM.png

  3. In the window that appears, click the Medical Info tab at the top.

  4. In either of the top 3 boxes (Med Urgent, Medical Summary, or Service Notes), add the word Premed or Premedicate anywhere to trigger pre-medicate text messages for the patient. You can also toggle the checkbox labeled Premedicate (PAC or other) to produce the same effect.

    Screen_Shot_2018-10-22_at_3.45.24_PM.png

Dentrix

  1. From the Family File module (the folder icon), select the patient who needs a pre-medicate reminder by clicking on File then Select Patient...

  2. From the top row of icons, select the Patient Alerts (a man standing in front of a flag) icon.

    Screen_Shot_2018-09-24_at_10.22.25_AM.png

  3. If the patient has existing alerts, click New on the right-hand side to create a new pre-medicate alert.

  4. In the window titled Create Patient Alert, enter the word Premed or Premedicate anywhere in either the Note section or the Description field.

    Screen_Shot_2018-09-24_at_10.23.14_AM.png

  5. Select a date range and display area on the right, then click OK to save this patient's alert.

Eaglesoft

Screen_Shot_2018-09-24_at_11.00.35_AM.png

  1. From the Edit Patient window for the patient you would like to enable pre-medicate texts for, click on Memo on the right-hand side.

  2. Anywhere in the notes section, enter Premed or Premedicate to trigger pre-medicate text messages.

    Screen_Shot_2018-09-24_at_11.03.19_AM.png

  3. Alternatively, click the Alerts button located just above the memo button, select PREMED or PREMEDICATE from the Available Alerts section on the left, and click the >> Add button to add this Alert to the patient's file, triggering pre-medicate text messages.

    Screen_Shot_2018-10-22_at_3.55.01_PM.png

Things to Note

  • If the word premed or premedicate exists in any manner as described in the previous section, even if preceded by the word "no" (for example, "no premed"), the patient will receive a premed text reminder.

  • Patients who are opted-out of text messaging will not receive premed reminders.

  • Appointments created less than 48 hours away will not receive a premed text message.

If premed text messages still don't appear to be working properly, or you are confused about any step in this process, please contact us and organize a session with one of our technicians to assist you.

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