Text (SMS/MMS) 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 Text Reminder Service

Text reminders in Cerebrum are facilitated through AwareMD’s third-party messaging service.

• No additional technical configuration is required for the service itself.

When Text Reminders Are Sent

Text reminders are sent automatically when:

• The patient profile includes a Cell Phone number marked as Primary.
• If multiple cell phone numbers are listed, only the first valid cellphone number will be used for reminders.
• The appointment falls within your configured timing intervals.
• The appointment confirmation status is "To Be Confirmed" on the Daysheet.

Composing the Text Message

1. Select the relevant Office.
2. Enter your message in the Body field.
3. Utilize keywords to customize the message content.

Step-by-Step Setup

1. Clinic: Configure the Reminder Message Body

• Navigate to Reminders in the Cerebrum application.
• Add or update the Text Reminder Body Message that should be sent to patients.
• Ensure the message content includes all required keywords

2. Contact AMD Support for Testing and Confirmation

• Once the message body is set up, reach out to the AwareMD Support Team.
• Support will run test reminders to confirm:
  • Message delivery is successful
  • Merge fields populate correctly
  • Formatting appears as expected on mobile devices
• Support will notify you once testing is complete and the setup is validated.
• Alternatively, the Support Team can help set up a test patient appointment so that you can receive an actual text reminder and verify that the message displays exactly as expected.

3. Clinic: Schedule Text Reminders for Real Patients

• After testing is confirmed, the clinic can proceed to schedule the text reminders for actual patient appointments.

Additional Note on Setup

Once text reminders are scheduled, they will be automatically sent for all appointments on the Daysheet based on the clinic’s reminder schedule settings — including appointments for real patients.

To avoid unintentional messages going out:

• First: Add and finalize the message body
• Second: Contact Support to facilitate testing
• Third: Only after confirmation, schedule reminders for real patients

Sample Text Reminder Message:

Hi {{patientFirstName}}, Your appointment is scheduled for {{appointmentDate}}, {{appointmentTime}} at {{officeFullName}} located at {{officeAddress}}.  Click {{confirmedLink}} to confirm.

Please remember to bring your health card and all your medications.  If you need to reschedule this appointment please call us at [add office phone number].

We look forward to seeing you at your appointment.

Important Notes on Message Length:

• For text reminders, the $0.15 rate covers up to 128 characters. If a message exceeds 128 characters, an additional $0.15 is charged for each additional block of 128 characters (or part thereof).
• If your text message exceeds 128 characters, it will be sent as an MMS (Multimedia Messaging Service) instead of an SMS (Short Message Service). MMS messages typically incur a higher cost per message. To manage costs, keep your text messages concise. 

• Text reminders should be kept short and concise, staying within the 1600-character limit. Even if the message body seems shorter, keyword replacements with appointment-specific information can increase the total length. For longer or more detailed reminders, use email instead.