Use Web Sched ASAP to quickly send email and/or text messages to patients on the ASAP List about last minute appointment openings.

In the ASAP List, send Web Sched ASAP messages.

Messages include a clickable link patients can use to accept and reschedule their ASAP appointment. Patients also have the option to decline.

• See our video: Web Sched ASAP.
• Web Sched ASAP: What Patient Sees
• Web Sched Troubleshooting
• ASAP List

Requirements:

• Patients must have an appointment or recall marked ASAP.
• To send text messages, Integrated Texting Feature must be turned on.
• To send text messages, patient must have a wireless number and allow text messages (Edit Patient Information).
• To send email messages, patient must have an email address.

Sending Web Sched ASAP Messages

When an opening occurs in the schedule, send Web Sched ASAP messages to quickly fill the opening.

1. In the Appointments Module, right-click on the available time slot, then select Text ASAP List. The ASAP List opens.
   
2. In the ASAP List, all appointments whose length fits within the Start/End time are selected by default in the Appointment ASAP List grid. Select only the patients to send a message to.
3. Edit the Web Sched ASAP settings if needed.
   
   • Operatory: Displays operatory of selected opening.
   • Start/End Time: Click the down arrow to change.
   • Send: Click to open Send Mode.
   • History: Click to open Web Sched ASAP History.
   • Notification Settings: Open Web Sched Notify Setup for ASAP messages.
4. Click Send. The Send Web Sched ASAP Alerts window opens.
   
   • Send Mode: Select how to send the notification. Send Details will change based on the selected option and additional details about send time will show in the upper right.
     • Text Message and Email: Send both text and email messages.
     • Text Message: Send text messages only.
     • Email: Send email messages only.
     • Preferred contact method: Send using the patient's preferred contact method (email or text message only).
   • Text Message Text: Review and edit the message sent on the text as needed. The default message can be edited in ASAP Message Setup.
   • Email Message Text: Review and edit the message sent on emails. The default message can be edited in ASAP Message Setup.
     • Edit: Click to add HTML to the message. See HTML Email for details.
   • Send Details: Indicates what each patient will receive based on the selections and notes to explain the logic.
5. Verify the Send Mode and message, then click Send.
6. A blockout appears on the schedule so staff is aware a Web Sched ASAP message has been sent to fill the available time.
   
   • Web Sched ASAP Blockouts do not follow traditional blockout behavior. They cannot be edited and are informational only.
   • To delete, right-click on the blockout and select Delete Web Schedule ASAP Blockout.

Send Details Logic

Text Messages:

• Text messages are sent in staggered batches.
  • Texts will be sent for unscheduled appointments first, then scheduled appointments, then recalls.
  • Texts for appointments that are farthest in the future are sent first.
  • When the available time slot is less than 2 hours from the time the texts will send, texts are sent every minute.
  • When the available time slot is within 2 and 12 hours, the texts are sent every 2 minutes.
  • When the available time slot is within 12 and 48 hours, the texts are sent every 4 minutes.
  • When the available time slot is more than 48 hours in the future, texts are sent every 8 minutes.
  • Texts scheduled to be sent after the automated eServices End time are sent at the end time.
  • Text messages are only sent during the automated eServices time window (eServices Misc), not necessarily when Send is clicked.
• The Maximum number of texts to send to a patient in a day via Web Sched setting in ASAP Message Setup affects how many Web Sched text messages can be sent to a patient per day. Defaults to 2. If a Web Sched ASAP notification is not sent because a patient has met their maximum number of texts for the day, the available opening will still be offered as a selection option in the Web Sched ASAP interface (e.g., if other notifications that include the URL have been sent).
• Once a patient opts out of future ASAP notifications for an appointment, they will no longer receive text or email Web Sched ASAP notifications for the appointment.

Emails: Emails are sent immediately when Send is clicked. They do not adhere to the automated eServices schedule.

Text and Emails: Notifications only are sent if the available opening is at least 20 minutes after the send time of the text and/or email.