Viewing Which Appointment Reminders Have Been Sent

YAPI keeps a log called the Appointment Reminders Sent Report where you can see what appointment reminders sent to a patient.  This article shows how to load the Reminders Sent Report and how to read it in Appointment Date View, Last Name View, and Sent Date View.

Table of Contents

 

Loading the Appointment Reminders Sent Report

  1. From the YAPI Dashboard, click Reports Reports.png

  2. Select Appointment Reminders, then Reminders Sent Report.

  3. At the bottom of the Appointment Reminders window that pops up, choose how you want to view the report: by Appointment Date, Sent Date, or by a patient's Last Name.

    Screen_Shot_2021-09-21_at_9.54.12_AM_2_2.png

  4. Use the date dropdown to select how far back you want results to show.  

    Screen_Shot_2021-09-21_at_9.54.12_AM_2.png

  5. Click Get.

 

Reminders Sent Report Overview

While Appointment Date View in the most comprehensive report and shows which reminders were sent out for a specific appointment date, Last Name View helps narrow down the report if you're searching for a single patient's reminders.  Sent Date View is also helpful if you want to see what reminders were sent out on a particular day.

 

Appointment Date View

Screen_Shot_2021-09-21_at_10.28.04_AM_copy2.png

Jump to Report Key

Last Name View

Last Name View for the report is almost identical to the Appointment Date view above, but only displays patients with the selected last name:

Screen_Shot_2021-09-21_at_10.28.04_AM.png

Jump to Report Key

Sent Date View

Send Date View is similar, displaying the patient's name, available forms of communication, and provider short code, but has several differences:

Screen_Shot_2021-09-21_at_10.11.46_AM_2_copy.png

 

Report Key

number1.png Patient number7.png Dates Text Reminders Were Sent number12.png Get Button
number2.png Available Forms of Communication number8.png Date Postcard Reminder Was Generated number13.png Sent On
number3.png At blackX.png Reminders by Phone  number14.png Appointment
number4.png Provider number9.png Print Button number15.png

Sent

number5.png Confirmed Flag number10.png Report Viewing Options number16.png

Method Sent

number6.png Dates Email Reminders Were Sent number11.png Time Frame of Report number17.png

Type of Reminder

number1.png Patient

Displays the patient's first and last name.

Back to Appointment Date View Picture | Back to Report Key

number2.png Available Forms of Communication

Shows an icon for each type of communication a patient has on file:

  • @: Email Address
  • mobile_icon.png: Mobile Phone Number

Back to Appointment Date View Picture | Back to Report Key

number3.png At

Displays the patient's appointment time on the selected date.

Back to Appointment Date View Picture | Back to Report Key

number4.png Provider

Displays the short code for the patient's provider.

Back to Appointment Date View Picture | Back to Report Key

number5.png Confirmed Flag

Displays a green flag icon Green_Confirmed_Flag.png if a patient has confirmed their appointment through YAPI.

Back to Appointment Date View Picture | Back to Report Key

number6.png Dates Email Reminders Were Sent

Displays the date(s) an email reminder was sent to the patient.

Back to Appointment Date View Picture | Back to Report Key

number7.png Dates Text Reminders Were Sent

Displays the date(s) a text reminder was sent to the patient.

Back to Appointment Date View Picture | Back to Report Key

number8.png Date Postcard Reminders Was Generated

Displays the date a postcard reminder was generated to the Mail Queue Mail_Manager.png for printing. 

Back to Appointment Date View Picture | Back to Report Key

blackX.png Reminders by Phone 

This column displays as blank as it's a deprecated feature no longer in use.

Back to Appointment Date View Picture | Back to Report Key

number9.png Print Button

Allows staff to print a paper copy of the report.

Back to Appointment Date View Picture | Back to Report Key

number10.png Report Viewing Options

Offers three options for displaying the Appointment Reminders Sent Report: Appointment Date View, Sent Date View, or Last Name View.

Back to Appointment Date View Picture | Back to Report Key

number11.png Time Frame of Report

Allows staff to select how far back to display data on the report.

Back to Appointment Date View Picture | Back to Report Key

number12.png Get Button

Loads the report.

Back to Appointment Date View Picture | Back to Report Key

number13.png Sent On

Displays the selected date that all reminders in the report were sent on.

Back to Sent Date View Picture | Back to Report Key

number14.png Appointment

Displays the patient's appointment date and time.

Back to Sent Date View Picture | Back to Report Key

number15.png Sent 

Shows the time a reminder was sent on the selected date.

Back to Sent Date View Picture | Back to Report Key

number16.png Method Sent

Shows an icon for the type of reminder that was sent:

  • @: Email Address
  • mobile_icon.png: Mobile Phone Number

Back to Sent Date View Picture | Back to Report Key

number17.pngType of Reminder

Separates types of reminders by color for easier viewing:

  • Screen_Shot_2021-09-21_at_12.48.00_PM.png Email Reminders
  • Screen_Shot_2021-09-21_at_12.48.11_PM.png Text Reminders on Appointment Day
  • Screen_Shot_2021-09-21_at_12.48.06_PM.png All Other Text Reminders
  • Screen_Shot_2021-10-01_at_2.25.29_PM.png Reminders That Didn't Send

Back to Sent Date View Picture | Back to Report Key

 

Why Reminder Cells May Be Blank

In both the Appointment Date and Last Name Views, you might find that there are blank spaces in the report. This doesn't mean something's gone wrong; it most often means that things are working as expected. It's mostly like that:

  • The patient may have made their appointment close to the appointment date.
  • They may not have an email or mobile number on file.
  • It just isn't time for the reminder to send yet.

For example, let's say that today is August 4th and we pulled this report at 6:30AM to see which of today's patients received a reminder.  Our first patient, Mrs. Chaudry, didn't have an email address on file, so she got a postcard reminder and two text reminders instead. She hasn't gotten her same-day reminder yet, since it's set to send to her at 7AM today:

Screen_Shot_2021-09-21_at_10.28.04_AM_2_3_2.png

Our next patient, Mrs. Tran, booked her appointment on 7/20.  Our email that was set to send at 14 days before the appointment already passed when she made her appointment, so YAPI skipped the one she missed and sent her the rest of her reminders. She hasn't gotten her same-day reminder yet either, since hers is set to send at 7AM as well:

Screen_Shot_2021-09-21_at_10.28.04_AM_2_3_3.png

And Mrs. Noble here only received one text reminder on 8/1 and no other reminders after that because she called to book her appointment on 7/31:

Screen_Shot_2021-09-21_at_10.28.04_AM_2_3_2_2_2.png

Any blank spaces on the Reminders Sent Report should always be taken in the context of

  • When the appointment was made.
  • What type of reminders a patient can receive.
  • What day and time the report is created. 

If you think that your patients should have received reminders but didn't, we recommend you check out Finding the Reason an Appointment Reminder Didn't Send to read the Reminders Sent Exception Report.  For more context about Appointment Reminder settings, also see our Introduction to Appointment Reminder Setup.

 

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