Triggers automate the entire appointment lifecycle, including confirmations, reminders, and follow-ups for cancellations or no-shows. By implementing these workflows, you can reduce manual scheduling tasks, minimize missed appointments, and ensure patients are prepared for their visits.

Let's review our recommended Appointment Triggers and cadence.

What are Appointment Triggers?

Appointment Triggers automate patient confirmations while delivering essential follow-up messaging, such as post-visit surveys and real-time appointment updates

Appointment Language and Timing

The following Triggers are designed to support Conversational Messaging. It is important to remember that these configurations are guidelines. Depending on how your Artera integration is configured, including the available data and sync timing, and how you have chosen to manage patient messages, these Triggers may need to be adjusted.

Leading Practice Configuration

RELATED ARTICLES

• Triggers Overview
• Appointment Confirmations

Instant Booking

Trigger Configuration

• Trigger Name: Instant Booking
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
  
• Who should receive this message?
  • Event Restriction
    When managing multiple visit types (such as Telehealth or In-Person) with unique Appointment Triggers, we recommend using the 'Exclude' logic in the Event Filters. Generally, it is more efficient to exclude the few Events you don't want to include in the Trigger than to manually select every desired Event for a Trigger.
  • System Status Restriction
    Choose Booked. By only sending messages to patients with appointments in the "Booked" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive the Trigger. 
• What should the message say?
  • Text Message
    • English
      !!{clientFirstNameProperCase}, thanks for scheduling a visit with {eventProviderName} on {eventDateAtTimeShort} at {eventLocationAddress}. We look forward to seeing you!
• When should patients receive this message? 
  15 Minutes After Appointment Created 

• Recommended Send Rules
  • Send only on Business Days? No
  • Suppress Trigger for same-day appointments? No
  • TCPA Hours? Adjust Delivery Time

Appointment Confirmation - 7D Unconfirmed

Trigger Configuration

• Trigger Name: Appointment Confirmation - 7D Unconfirmed
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
• Who should receive this message?
  • Event Restriction
    When managing multiple visit types (such as Telehealth or In-Person) with unique Appointment Triggers, we recommend using the 'Exclude' logic in the Event Filters. Generally, it is more efficient to exclude the few Events you don't want to include in the Trigger than to manually select every desired Event for a Trigger.
  • Patient Status Restriction
    Choose Unconfirmed. This ensures that patients who have already confirmed their appointment will not receive messages asking them to re-confirm.
  • System Status Restriction
    Choose Booked. By only sending messages to patients with appointments in the "Booked" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive the Trigger. 
• What should the message say?
  • Text Message
    • English
      !!Hi {clientFirstNameProperCase}, your visit at {eventLocationName} is on {eventDateAtTimeShort}. Does this time still work? {eventConfirmText}
  • Call Message
    • English
      Hi {clientFirstNameProperCase}, your visit at {eventLocationName} is on {eventDateAtTimeShort}. Does this time still work? {eventConfirmText}
• When should patients receive this message? 
  7 Days Before Appointment Time
  • Recommended Send Rules
    • Send Only On Business Days: No
    • TCPA Hours: Adjust Delivery Time

Appointment Confirmation - 2D Unconfirmed

Trigger Configuration

• Trigger Name: Appointment Confirmation - 2D Unconfirmed
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
  
• Who should receive this message?
  • Event Restriction
    When managing multiple visit types (such as Telehealth or In-Person) with unique Appointment Triggers, we recommend using the 'Exclude' logic in the Event Filters. Generally, it is more efficient to exclude the few Events you don't want to include in the Trigger than to manually select every desired Event for a Trigger.
  • Patient Status Restriction
    Choose Unconfirmed. This ensures that patients who have already confirmed their appointment will not receive messages asking them to re-confirm .
  • System Status Restriction
    Choose Booked. By only sending messages to patients with appointments in the "Booked" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive the Trigger. 
• What should the message say?
  • Text Message
    • English
      !!{clientFirstNameProperCase}, will you please confirm your visit on {eventDateAtTimeShort} with {eventProviderName}? {eventConfirmText}
  • Call Message
    • English
      Hi {clientFirstNameProperCase}, your visit at {eventLocationName} is on {eventDateAtTimeShort}. Does this time still work? {eventConfirmText}
• When should patients receive this message? 
  2 Days Before Appointment Time
  • Recommended Send Rules
    • Send Only On Business Days: No
    • TCPA Hours: Adjust Delivery Time

Appointment Confirmation - 1D Unconfirmed

Trigger Configuration

• Trigger Name: Appointment Confirmation - 1D Unconfirmed
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
  
• Who should receive this message?
  • Event Restriction
    When managing multiple visit types (such as Telehealth or In-Person) with unique Appointment Triggers, we recommend using the 'Exclude' logic in the Event Filters. Generally, it is more efficient to exclude the few Events you don't want to include in the Trigger than to manually select every desired Event for a Trigger.
  • Patient Status Restriction
    Choose Unconfirmed. This ensures that patients who have already confirmed their appointment will not receive messages asking them to re-confirm.
  • System Status Restriction
    Choose Booked. By only sending messages to patients with appointments in the "Booked" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive the Trigger. 
• What should the message say?
  • Text Message
    • English
      !!{clientFirstNameProperCase}, are you coming to your visit with {eventProviderName} on {eventDateAtTimeShort}? {eventConfirmText}
  • Call Message
    • English
      {clientFirstNameProperCase}, are you coming to your visit with {eventProviderName} on {eventDateAtTimeShort}? {eventConfirmText}
• When should patients receive this message? 
  1 Days Before Appointment Time
  • Recommended Send Rules
    • Send Only On Business Days: No
    • TCPA Hours: Adjust Delivery Time

Acknowledgment - Appointment Confirmed

Trigger Configuration

• Trigger Name: Acknowledgment - Appointment Confirmed
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
• Who should receive this message?
  • System Status Restriction
    Choose Booked. By only sending messages to patients with appointments in the "Booked" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive the Trigger. 
    
• What should the message say?
  • Text Message
    • English
      !!Thanks for confirming your visit, {clientFirstNameProperCase}! {eventProviderName} is looking forward to seeing you soon.
• When should patients receive this message? 
  0 Minutes After Patient Status Change from "Unconfirmed" to "Confirmed"

Acknowledgment - Appointment Cancelled

Trigger Configuration

• Trigger Name: Acknowledgment - Appointment Cancelled
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
  
• Who should receive this message?
  • System Status Restriction
    Choose Booked. By only sending messages to patients with appointments in the "Booked" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive these Triggers. 
    
• What should the message say?
  • Text Message
    • English
      !!{clientFirstNameProperCase}, your visit with {eventProviderName} at {eventDateAtTimeShort} is cancelled. Please text us to reschedule.
• When should patients receive this message? 
  0 Minutes After Patient Status Change from "Unconfirmed" to "Cancel"

Appointment Confirmation - 1D Confirmed

Trigger Configuration

• Trigger Name: Appointment Confirmation - 1D Confirmed
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
• Who should receive this message?
  • Event Restriction
    When managing multiple visit types (such as Telehealth or In-Person) with unique Appointment Triggers, we recommend using the 'Exclude' logic in the Event Filters. Generally, it is more efficient to exclude the few Events you don't want to include in the Trigger than to manually select every desired Event for a Trigger.
  • Patient Status Restriction
    Choose Confirm. This ensures that patients who have not yet confirmed their appointment will not receive this message.
  • System Status Restriction
    Choose Booked. By only sending messages to patients with appointments in the "Booked" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive the Trigger. 
    
• What should the message say?
  • Text Message
    • English
      !!{clientFirstNameProperCase}, {eventProviderName} is looking forward to seeing you tomorrow at {eventDateAtTimeShort} at {eventLocationAddress}. Please arrive at {eventArrivalTime15}
  • Call Message
    • English
      {clientFirstNameProperCase}, {eventProviderName} is looking forward to seeing you tomorrow at {eventDateAtTimeShort} at {eventLocationAddress}. Please arrive at {eventArrivalTime15}.
• When should patients receive this message? 
  1 Days Before Appointment Time
  • Recommended Send Rules
    • Send Only On Business Days: No
    • TCPA Hours: Adjust Delivery Time

Appointment Follow Up - Thank You

Trigger Configuration

• Trigger Name: Appointment Follow Up - Thank You
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
• Who should receive this message?
  • System Status Restriction
    Choose Completed. By only sending messages to patients with appointments in the "Completed" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive these Triggers. 
    
• What should the message say?
  • Text Message
    • English
      !!Hi, {clientFirstNameProperCase}, Thank you for coming to your appt with {eventProviderName}. We look forward to seeing you next time!
• When should patients receive this message? 
  0 Minutes After System Status Changes from "Booked", "Started" to "Completed" OR 2 Hours After Appointment Time.
  • Recommended Send Rules
    • TCPA Hours: Adjust Delivery Time

Appointment Follow Up - Survey

Trigger Configuration

• Trigger Name: Appointment Follow Up - Survey
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
• Who should receive this message?
  • System Status Restriction
    Choose Completed. By only sending messages to patients with appointments in the "Completed" status, we ensure that patients with other statuses like "No Show" or "Rescheduled" do not receive these Triggers. 
    
• What should the message say?
  • Text Message
    • English
      !!Hi, {clientFirstNameProperCase}, thank you for coming in to your appt with {eventProviderName}. We look forward to seeing you next time! Please let us know how we did: (survey link)
    • Spanish
      !!Hola, {clientFirstNameProperCase} Gracias por venir a tu cita con {eventProviderName}. Esperamos verte la prxima vez!
• When should patients receive this message? 
  0 Minutes After System Status Changes from "Booked", "Started" to "Completed" OR 2 Hours After Appointment Time.
  • Recommended Send Rules
    • TCPA Hours: Adjust Delivery Time

No Show Follow Up

Trigger Configuration

• Trigger Name: No Show Follow Up
• Trigger Module: Appointment
• From which resource would you like to send this message?
  • This is commonly Location. However, you can also choose Provider, Device, or General, depending on your needs.
• Practice Selection: Select the Practice(s) that will send the Trigger. 
  
• Who should receive this message?
  • System Status Restriction
    Choose No Show.
    
• What should the message say?
  • Text Message
    • English
      !!{clientFirstNameProperCase}, we're sorry that you missed your appt with {eventProviderName} on {eventDateAtTimeShort}. Please text us to reschedule.
  • Call Message
    • English
      {clientFirstNameProperCase}, we're sorry that you missed your appointment with {eventProviderName} on {eventDateAtTimeShort}. Please call us to reschedule.
• When should patients receive this message? 
  1 Days After Appointment Time
  • Recommended Send Rules
    • Send Only On Business Days: No
    • TCPA Hours: Adjust Delivery Time