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Setting Up Provider & Staff Messaging to Phones & Smart Watches

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Angela Ortner

If team members in your office are always moving or don't have time to check a computer workstation, you can set up YAPI so their in-office messages go to their phone or smart watch.  With this setup, messages sent via the Message to Provider option can be viewed on the go and providers can also see when they're summoned to an operatory without having to check their computer.  

Note: This option works only for messages sent via the Message to Provider option (which can also be used for non-provider staff members) and when summoning a provider to an operatory.  Operatory alerts, check-in and ready notifications, broadcast messages, and messages sent via the Message to Workstation option in the Communication Tower Communication.png do not forward to staff members' mobile phones.

Table of Contents

 

Minimum User Requirements

  • For receiving and responding to messages only: Any mobile phone that can send and receive texts.

  • For receiving and responding to messages on a smart watch: Any smart phone and smart watch that can be paired together like an iPhone and an Apple Watch.

 

Step 1: Enabling Provider & Staff Messaging via Text

To set up YAPI so that direct messages and operatory summons send to staff members' and/or providers' mobile phones:

Staff_Message_to_Phone_Setup.gif

  1. From the YAPI Dashboard, click Setup and Manage Setup_and_Manage.png and select Global Setup.

  2. When prompted, enter your YAPI password and click OK.

  3. Navigate to the Options tab and find the yellow Operatory section.

  4. Select the Text on Summon checkbox.  Then click Save and OK.

    Screen_Shot_2022-05-24_at_3.42.26_PM_2.png

  5. Navigate to the Providers tab.

  6. Double-click in the Mobile column next to the provider or staff member that wants to receive their messages via text and enter their 10-digit mobile phone number (with the area code) without parenthesis or hyphens:

    Screen_Shot_2022-05-24_at_3.48.09_PM_2_2.png

  7. Optional: Repeat Step 6 for any other provider that wants to receive their messages via text.

  8. Click Save, then OK.

 

Step 2: Testing Your Setup

Next, you need to test your setup on the device (phone or smart watch) of each staff member and/or provider whose mobile number you added in Step 1 above.  For team members who just want messages sent to their phone, choose Testing Your Setup on a Mobile Phone.  For team members who use smart watches, choose Testing Your Setup on a Smart Watch.

Testing Your Setup on a Mobile Phone

To test your configuration from Step 1:

  1. From the YAPI Dashboard, click Communication Communication.png and select Message to Provider.

  2. Enter a test message:

    Screen_Shot_2022-05-24_at_4.19.03_PM.png

  3. In the To dropdown menu, select a team member whose mobile phone number you added in Enabling Provider & Staff Messaging via Text above. Then click Send.

  4. Check that team member's mobile phone for the message:

    IMG_4557_iphone12black_portrait_2.png

  5. Once you see the message was received, reply with a second test message:

    IMG_4557_2_iphone12black_portrait_2.png

  6. If you see the reply message appear on your workstation, your setup is complete for this team member's messages!

    Screen_Shot_2022-05-24_at_4.21.18_PM_2.png

  7. Repeat your test for each team member whose mobile number you entered in  Enabling Provider & Staff Messaging via Text above.

Note: If you don't see your message come through on the staff member's phone or you don't see the reply message on your workstation, proceed to Troubleshooting Your Texting Setup below and then try testing your setup again. 

 

Testing Your Setup on a Smart Watch
Important!  If you want to receive YAPI messages on a smart watch, make sure the watch is set up to receive texts from your phone before running the test below.  If you haven't done this yet, check your smart watch's manual for instructions.

To test your configuration from Step 1:

  1. Put the smart watch on your wrist.  

  2. On the team member's mobile phone, make sure their display is locked.  (Just make sure the phone isn't open to the home screen.)

  3. From the YAPI Dashboard, click Communication Communication.png and select Message to Provider.

  4. Enter a test message: 

    Screen_Shot_2022-05-24_at_4.19.03_PM.png

  5. In the To dropdown menu, select a staff member or provider whose mobile phone number you added in Enabling Provider & Staff Messaging via Text above.  Then click Send.

  6. Check that team member's smart watch for the message:

    applewatchmessage.png

  7. Once you see the message was received, reply with a second test message:

    applewatchreply.png

  8. If you see the reply message appear on your workstation, your setup is complete for this team member's messages!

    Screen_Shot_2022-05-24_at_4.21.18_PM_2.png

  9. Repeat your test for each team member whose mobile number you entered in  Enabling Provider & Staff Messaging via Text above.

Note: If you don't see your message come through on the team member's phone or you don't see the reply message on your workstation, proceed to Troubleshooting Your Smart Watch Setup below and then try testing your setup again. 

 

Troubleshooting Your Setup

If messages aren't coming through to a team member's mobile phone or smart watch, use the troubleshooting steps below.  Click Troubleshooting Your Texting Setup if your team member is only set up to receive messages on their phone; choose Troubleshooting Your Smart Watch Setup if the team member was set up to receive messages on their smart watch.

Troubleshooting Your Texting Setup

If your test text above didn't come through on the team member's mobile phone:

  1. From the YAPI Dashboard, click Communication Communication.png and select Send a Mobile Text Message.  Manually type in the team member's phone number, type in a text message, and click Send.

    Screen_Shot_2022-05-25_at_9.31.07_AM.png

    If you receive the message, proceed to the next step.  If not, contact our Customer Support team and let them know that your outgoing texts aren't going through.

  2. Review the steps in Enabling Provider & Staff Messaging via Text above and make sure that:

    • You completed all steps of the setup.

    • You clicked Save after selecting Text on Summon in the Options tab and after you entered your team members' phone numbers in the Providers tab.

    • Each team member's full 10-digit mobile phone number contains only numbers (no punctuation) in the Providers tab of Global Setup.

    • Each phone number was entered in the Mobile column of the Providers tab and not in the Phone column.

  3. Run your test again.  If you still aren't receiving the text on your team member's phone, contact our Customer Support team.

If your test text was received on the team member's mobile phone, but you don't see your reply message on your workstation:

  1. From the YAPI Dashboard, click Setup and Manage Setup_and_Manage.png and select Local Setup.

  2. In the blue Filter section, select All Messages from the dropdown menu:

    Screen_Shot_2022-05-25_at_9.24.55_AM.png

  3. If there are any staff members listed in the Exclude Staff box, click the double arrow >> button, deselect each staff member in the pop-up, and click OK.

  4. Select all checkboxes: Receive mobile text and patient communication, Show processed mobile text, and Receive administrative messages.

  5. Click Save and run your test again.  If you don't receive your test reply within several minutes, contact our Customer Support team.

 

Troubleshooting Your Smart Watch Setup

If your test text above didn't come through on the team member's smart watch:

  1. From the YAPI Dashboard, click Communication Communication.png and select Send a Mobile Text Message.  Then manually type in the team member's phone number, type in a text message, and click Send.

    Screen_Shot_2022-05-25_at_9.31.07_AM.png

    If you receive the message on the smart watch, proceed to the next step.  

    • If you receive the message on the team member's phone but not the watch: There's an issue with the connection between the phone and the watch.  Consult the watch's manual to address the issue.

    • If you don't receive the message at all:  Contact our Customer Support team and let them know that your outgoing texts aren't going through.

  2. Review the steps in Enabling Provider & Staff Messaging via Text above and make sure that:

    • You completed all steps of the setup.

    • You clicked Save after selecting Text on Summon in the Options tab and after you entered your team members' phone numbers in the Providers tab.

    • Each team member's full 10-digit mobile phone number contains only numbers (no punctuation) in the Providers tab of Global Setup.

    • Each phone number was entered in the Mobile column of the Providers tab and not in the Phone column.

  3. Run your test again.  If you still aren't receiving the text on your team member's phone, contact our Customer Support team.

If your test text was received on the team member's mobile phone, but you don't see your reply message on your workstation:

  1. From the YAPI Dashboard, click Setup and Manage Setup_and_Manage.png and select Local Setup.

  2. In the blue Filter section, select All Messages from the dropdown menu:

    Screen_Shot_2022-05-25_at_9.24.55_AM.png

  3. If there are any staff members listed in the Exclude Staff box, click the double arrow >> button, deselect each staff member in the pop-up, and click OK.

  4. Select all checkboxes: Receive mobile text and patient communication, Show processed mobile text, and Receive administrative messages.

  5. Click Save and run your test again.  If you don't receive your test reply within several minutes, contact our Customer Support team.

 

 

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