Voice Reminder Setup

Accessing Reminder Settings

Only users with Admin permissions can configure appointment reminders in Cerebrum.

To access the Reminder Settings:

1. Log in to Cerebrum.
2. Navigate to the Admin tab.
3. Select Reminder.

Preparing the Voice Reminder Service

To enable automated voice reminders, your clinic needs access to a VOIP (Voice over Internet Protocol) service. This service must be configured on your clinic server and be accessible from your local modem.

When Voice Reminders Are Sent

Voice reminders are sent automatically when:

• The patient has a valid home phone number recorded in their profile.
• The "Consent Email" setting in the patient's profile is set to YES (note: this appears to be a shared consent setting, often used for general communication consent).
• The appointment is scheduled within the configured reminder timeframe.
• The appointment confirmation status is "To Be Confirmed" on the Daysheet.

Composing the Voice Message

1. Select the relevant Office.
2. Compose the Body Message for the voice reminder. This text will be converted into speech.
3. Insert keywords for dynamic content.
4. Save the configuration.

Important Notes

Text-to-Speech: The message you compose will be converted into speech using a phonetic translation engine. Some words or phrases may sound unnatural during the automated speech playback. It is highly recommended to test messages thoroughly before activating the voice reminder service to ensure clarity and accuracy.

Appointment Confirmation Statuses for Voice Reminders

• Picked Up: This status indicates that the call was answered, but the patient did not press 1 to confirm the appointment. It may occur when the call is answered by either a person or an answering machine. Please note that patients cannot confirm an appointment when listening to a voicemail message. Confirmation by pressing 1 is only possible during a live call.
• No Answer: This means the call was not answered by a person or an answering machine. The system could not reach the patient.
• Confirmed via Voice Reminder: This status appears when the patient successfully confirms the appointment by pressing 1 during a live call initiated by the voice reminder service.