Reminders
Reporting - Reminders is used to:
Errors
This screen is to used to review and correct errors that have occurred when sending reminders.
The fields are as follows:
| Type | Selects the type of reminder. |
| All | When selected, show all reminders that have failed to be sent. When deselected, the Send date is used to filter reminders. |
| Send | All reminders with a Send date on or before this date will be shown. |
| Location |
Used to filter reminders by a customer's preferred practice location, to support location specific content. Selecting:
|
The columns are as follows:
| Type | Shows the reminder item type. These determine how a reminder will be sent. |
| Status | The reminder item status. On the Errors tab, these will always be Error. |
| Send | The date from when the reminder should be sent. |
| Due Date | The reminder due date for the reminder count. |
| Customer | The customer to send the reminder to. |
| Patient | The patient the reminder is for. |
| Reminder Type | The name of the reminder type. |
| Count | The number of times the reminder has been sent. |
| Error | The error encountered processing the reminder. See below. |
The buttons are as follows:
| Find | Find all reminders matching the criteria. |
| Edit | Edit the selected reminder |
| Resolve | Resolve the error with the selected reminder, making it a candidate for sending again. Note that pressing 'Resolve' simply removed the error flag - it does not actually fix the underlying cause of the error, so if you do nothing to fix the cause, the error will occur again when the reminder is next sent. |
| Resolve All | Resolve the errors with the all reminders matching the criteria, making them candidates for sending again. |
| Complete | Marks the selected reminder item as Completed, without sending it. If the associated reminder has no other Pending reminder items, it's reminder count will be incremented. |
| Complete All | Marks all reminder items matching the criteria as Completed, without sending them. If an associated reminder has no other Pending reminder items, it's reminder count will be incremented. |
In most cases the error message will be self explanatory, some are not:
No rules match the customer contacts
This means that there are no rules for the given reminder type and reminder count that match the customer contacts. E.g, it will occur if you have a single rule to email reminders, and the customer has no email contact.
It can also occur if the document templates aren't fully configured. You can glean more information from openvpms-full.log. Look for messages containing the text:
ReminderProcessor
Resend
This screen is to used to resend reminders that have been sent or cancelled.
The fields are as follows:
| Type | Selects the type of reminder to send. |
| Status | The reminder status. |
| From | All reminders with a Send date on or after this date will be shown. |
| To | All reminders with a Send date on or before this date will be shown. |
| Location |
Used to filter reminders by a customer's preferred practice location, to support location specific content. Selecting:
|
The columns are as follows:
| Type | Shows the reminder item type. These determine how a reminder will be sent. |
| Status | The reminder item status. |
| Send | The date from when the reminder should be sent. |
| Due Date | The reminder due date for the reminder count. |
| Customer | The customer to send the reminder to. |
| Patient | The patient the reminder is for. |
| Reminder Type | The name of the reminder type. |
| Count | The number of times the reminder has been sent. |
| Error | Any error encountered processing the reminder. |
The buttons are as follows:
| Find | Find all reminders matching the criteria. |
| Edit | Edit the selected reminder |
| Send | Send the selected reminder |
| Send All | Send all reminders matching the criteria |
| Preview | Preview the selected reminder. If the reminder type has Group By set to Customer or Patient, any adjacent reminder matching the criteria will be grouped in the preview. |
Send
This screen is to used to send reminders that have been queued by the Patient Reminder Queue job.
If the Patient Reminder Queue is not configured it will display:
Cannot send reminders.
No Patient Reminder Queue Job is configured to queue reminders for sending.
If there are no reminders queued it will look like:
If there are reminders queued, it will look like:
The fields are as follows:
| Type | Selects the send type (Email, Export, List, Print, SMS or All) to process. |
| Send | The date to send reminders from. All reminders with a Send date on or before this date will be shown. |
| Location |
Used to filter reminders by a customer's preferred practice location, to support location specific content. Selecting:
|
The columns are as follows:
| Type | Shows the reminder item type. These determine how a reminder will be sent. |
| Status | The reminder item status. On the Send tab, these will always be Pending. |
| Send | The date from when the reminder should be sent. |
| Due Date | The reminder due date for the reminder count. |
| Customer | The customer to send the reminder to. |
| Patient | The patient the reminder is for. |
| Reminder Type | The name of the reminder type. |
| Count | The number of times the reminder has been sent. |
| Error | Any error encountered processing the reminder. |
The reminder details pane is displayed if you click on a reminder to select it. See here for details of its fields.
The buttons are as follows:
| Find | Find all unsent reminders matching the criteria. |
| Edit | Edit the selected reminder |
| Send | Send the selected reminder |
| Send All | Send all reminders matching the criteria |
| Complete | Marks the selected reminder item as Completed, without sending it. If the associated reminder has no other Pending reminder items, it's reminder count will be incremented. |
| Complete All | Marks all reminder items matching the criteria as Completed, without sending them. If an associated reminder has no other Pending reminder items, it's reminder count will be incremented. |
| Preview | Preview the selected reminder. If the reminder type has Group By set to Customer or Patient, any adjacent reminder matching the criteria will be grouped in the preview. |
Sending Reminders
Reminders can be sent by clicking Send or Send All.
SMS and email reminders can also be sent automatically by configuring a Patient Reminder Sender job.
Email Reminders
When reminders are emailed, the From address will be set to:
- the Reminder email contact associated with the customer's Practice Location; or
- the Practice's Reminder email contact, if the customer doesn't have a Practice Location, or the Practice Location doesn't have a Reminder email contact; or
- the Practice's preferred email contact, if there is no Reminder email contact
Print Reminders
Location specific reminder content can be supported by:
- filtering by Location, and using the appropriate letterhead
- examining the customer's location within reminder templates
Export Reminders
If one or more reminders are to be exported then the CSV file will be generated and then downloaded to the browser for the user to save on the completion of reminder generation. See also Reminder Export Format.
Notes
- If you do process individual send types (i.e. do not select All), then you should also do a run with All specified to ensure that you pick up all the reminders for the period, and don't forget some types.
- Errors. If you get an error saying "... no document template for .. with a reminder count of N..", it can mean what it says (i.e. the Reminder Type does not have a template specified for that reminder count), or that a template is specified but that it does not have Document Template specified, or that it does but the specified Document Template does not have its Content specified.
- Processing Limits: the system will only process a maximum or 1000 reminders at a time. If this limit is reached the processing confirmation window will display something like the following:
You can see that for the List reminders, 1000 have been processed but more are available.
All you need to do is use the Send All button to process the remaining ones.