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How to set up Automated Notifications

Automated notifications in Helix ensure patients receive timely reminders and alerts without staff intervention. Notifications can be sent via Email, SMS, or WhatsApp, depending on your integration.

🌐 Overview

  • Notifications can be triggered for appointment events, reminders, birthdays, discharges, or cancellations.

  • Templates must first be created and mapped in the Control Panel.

  • Once switched ON, the system automatically sends the selected template to patients at the right time.

🧭 Navigation

  • Email Templates Mapping:
    Control Panel → Templates → Email Templates → Appointment Settings

  • Calendar Notifications Mapping:
    Control Panel → Calendar → Notifications

⚙️ How to Set Up Automated Notifications

📧 A) Link Templates via Email Templates

  1. Go to Control Panel → Templates → Email Templates.

  2. Click Appointment Settings (top-right).

  3. Turn ON the notifications you want to automate.

  4. For each notification, assign the Email Template you created.

  5. Click Confirm.

Available Notifications to Map:

  • Appointment booking confirmation

  • Appointment booking update confirmation

  • 24h before appointment reminder

  • 48h before appointment reminder

  • 1 week before appointment reminder

  • Birthday Emailer

  • Discharge notification

  • Cancellation notice

 

📅 B) Automated Notifications via Calendar

  1. Go to Control Panel → Calendar → Notifications.

  2. You’ll see 10 notification switches.

  3. Map your chosen SMS or WhatsApp template to each notification.

  4. Turn ON switches → Assign template → Confirm.

  5. Ask reception to log out and back in so the new automation applies.

Available Notifications (Calendar):

  • Booking confirmation

  • Booking update confirmation

  • Reminders (24h / 48h / 1 week before)

  • Birthday (1 day before / 1 week before)

  • On discharge

  • Status changes: No-Answer and Cancelled / Deleted

 

📊 Management

  • Templates can be updated anytime via Control Panel.

  • Always test a template on a dummy/personal patient file before assigning.

💡 Pro Tips

  • Use different templates for reminders vs cancellations to avoid confusion.

  • Keep birthday and discharge templates short but warm and professional.

  • Ensure staff re-login after enabling notifications.

  • For WhatsApp, ensure templates are Meta-approved before mapping.

  • Always personalize with placeholders (e.g., {PatientName}, {AppointmentDate}).