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
- Reminders Sent Report Overview
- Why Reminder Cells May Be Blank
- Related Articles
Loading the Appointment Reminders Sent Report
From the YAPI Dashboard, click Reports .
Select Appointment Reminders, then Reminders Sent Report.
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.
Use the date dropdown to select how far back you want results to show.
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
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:
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:
Displays the patient's first and last name.
Available Forms of Communication
Shows an icon for each type of communication a patient has on file:
- @: Email Address
- : Mobile Phone Number
Displays the patient's appointment time on the selected date.
Displays the short code for the patient's provider.
Displays a green flag icon if a patient has confirmed their appointment through YAPI.
Dates Email Reminders Were Sent
Displays the date(s) an email reminder was sent to the patient.
Dates Text Reminders Were Sent
Displays the date(s) a text reminder was sent to the patient.
Date Postcard Reminders Was Generated
Displays the date a postcard reminder was generated to the Mail Queue for printing.
Reminders by Phone
This column displays as blank as it's a deprecated feature no longer in use.
Allows staff to print a paper copy of the report.
Report Viewing Options
Time Frame of Report
Allows staff to select how far back to display data on the report.
Loads the report.
Displays the selected date that all reminders in the report were sent on.
Displays the patient's appointment date and time.
Shows the time a reminder was sent on the selected date.
Shows an icon for the type of reminder that was sent:
- @: Email Address
- : Mobile Phone Number
Type of Reminder
Separates types of reminders by color for easier viewing:
- Email Reminders
- Text Reminders on Appointment Day
- All Other Text Reminders
- Reminders That Didn't Send
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:
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:
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:
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.
- Finding the Reason an Appointment Reminder Didn't Send
- Setting Up Appointment Reminders
- Customizing Appointment Reminders