eConfirm User Guide170330 - Plexia

1 eConfirm user Guide Last updated: 2020 Oct 23 Once the eConfirm has been activated for your EMR, you will see this section in your personal profile: The first step to using the eConfirm feature is to get consent from the patient to activate the eConfirm for each individual patient. There is 2 ways to get consent from the patient: 1. Get them to sign the Appointment Reminders consent form (you can find this form under forms or in your investigations list). Once they have signed the form, scan it back and file it into the patient s chart. 2. You can obtain verbal consent from the patient.

2 With verbal consent, we recommend you document that you have received verbal consent at a specific date and time. Patient Consent to use Electronic Communications The CMPA advises that patients should be notified and provide consent to the use, limitations, conditions, and risks of any electronic communications (eg: email, sms, or voice message) with a physician/clinic. Your office can decide how best to implement this. Feel free to visit the CMPA website ( ) for more details. Once you receive consent from the patient, you can activate the eConfirm for them in the patient s personal profile.

3 There are 3 different contact methods the patient can choose from: SMS, Email, or Phone. Once the patient selects their preferred contact method, you can also select the preferred time the patient wishes to be contacted. *Custom: a custom time frame can be set for this patient to be contacted. EMAIL & SMS CONTACT METHOD When booking an appointment for the patient, you will see the eConfirm section in the ADD/MODIFY APPOINTMENT window. You will need to input the number of day(s) prior to the appointment of when the eConfirm should be sent. *You are able to set a default number for each appt.

4 Type (edit appt. type) -New Option- Select the confirmation template you would like to send out. You can customize eConfirm messages with different templates based on [appointment type] or [location]. *Customization fees will apply to templates beyond the generic template provided. eConfirm Appointment Status: Q eConfirm message has been queued for sending. S eConfirm message has been sent. C Patient has confirmed the appointment via eConfirm . >> >> Here is an email sample of what the patient will receive: Once they click on the link in the email, they will see: Once they click on Confirm Appointment , this will automatically update the Scheduler status to C (for confirmed).

5 They will have the options to: Print Page , Save PDF , or Save ICAL . *ical = a data file containing the appointment details which is downloadable into a compatible calendar application. Here is a SMS sample of what the patient will receive: *Confirmation Number *Once the patient enters and replies with the 4 digit confirmation number, it will automatically update the status in the scheduler to C (for confirmed). PHONE VOICE CALLING METHOD For the phone voice calling methond, the setup/configuration in the Scheduler is similar to the Email and SMS method.

6 Below is an example of an automated voice message: If they press 1, to confirm, the status on the scheduler will automatically update to a C (for confirmed). If they press 2, the voice message will be repeated. If they press 3, your physician s offiice number will be provided to the patient for callback purposes. Hello, Mickey has an appointment with Dr. Ethan Jones on Tuesday, January 10th, 2017 @ 11AM. To confirm your appointment, press 1, to repeat this message, press 2, for more information, press 3. APPOINTMENT CHANGE CONFIRMATION If you cut and paste a confirmed appointment to another date, this window will pop-up: 1.

7 Send eConfirm changes (sends the patient a follow-up eConfirm message to update them of the appointment change). 2. Manually confirm the appointment (if you have already spoken with the patient). 3. Cancel the eConfirm (if you wish to remove eConfirm abilities for this appointment). If you decide to delete/cancel an appointment, this pop-up window will appear: There is a checkbox option to send an updated eConfirm message to notify the patient of this appointment deletion/cancellation. Email sample for cancellation message: SMS sample for cancellation message: APPOINTMENT CARDS Patients can be sent upcoming appointment details via email or SMS.

8 Double click on the appointment in the Scheduler, then click on PT Notice . You will be given options to send an email or SMS notice. The notice will be sent to the patient immediately. Email sample of appointment notice: SMS sample of appointment notice.