Quick overview of the new Reminder Protocols 👇
How to set up a new Reminder Protocol
From the Admin page, go to Reminder Protocols to set up the templates and rules for your reminders.
You can add as many protocols as you need, but we recommend using unique names that will make it easy for the entire clinic staff to find them and the pet parents to understand their next due date.
Protocol Name - we recommend using unique names that will make it easy for the entire clinic staff to find them and also for the pet parents to understand what their next due date is about.
Recurrence Period - you can set up multiple recurrences for a protocol (in days, weeks, months, or years); the first period will be the default one, but you'll be able to change it to any other of the recurrences pre-defined or even a specific date.
Services / Products - the protocols will be triggered based on the items (services or products) used in the Records for a given patient.
📌 If multiple products/services from the same Reminder Protocol are used within the same visit, they trigger only one reminder.
📌 When using another service/product from the same Reminder Protocol, the system will overwrite the old reminders and update them with the new due dates.
📌 If Protocol A overwrites Protocol B, when using a service/product from Protocol A, the system will overwrite the old reminders from Protocol B and update them with the new due dates.
📌 If Protocol A overwrites Protocol B, but also Protocol B overwrites Protocol A, in the Record you will see both reminders being generated, and you can disable which one you want.
How to disable Reminder Protocols
You can disable a protocol from the Admin by using the toggle. An alert will pop up, asking you if you are sure.
Client notifications will no longer be sent for disabled protocols; the services or products linked with that protocol will no longer trigger it. Disabled protocols can be reactivated or deleted completely from the admin.
How to delete Reminder Protocols
If a protocol was added by mistake and is no longer relevant, you can delete it entirely.
How to use/trigger the Reminder Protocols
When using a specific service or product (standalone or part of a service) in a Record (anywhere in the Plan, Services & Products or Medications, or in Billing), the triggered Reminder Protocol and its next due date will be automatically displayed.
If there are multiple due dates defined for this protocol (such as a 1-year and a 3-year recurrence), you can easily choose between them, or you can select a specific date from the calendar picker (or remove it completely if you don't want to generate a reminder).
You can also add a historical treatment outside the Record directly from the Health Card. Click on the purple button and fill in the information required (select a Reminder Protocol, type in the item name, date of administration, and next due date, if relevant).
How to check upcoming reminders for a patient
The patient's Health Card will display all the associated protocols, due dates, and reminders. Each Reminder Protocol will display the last item that triggered it (a service or a product), the date it was administered (and a link to the record), and the next due date.
Due dates are displayed in red if they are overdue, in orange if they are 5 days before the due date, and in green otherwise.
📌 You can update the due date without opening the Record again simply by clicking on the edit icon next to the date.
