Vello and medical service reminders
Vello can automatically send medical service reminders to clients as emails, text messages, and postcards. Each reminder gives clients easy access to information about medical services for their pets.
This image shows a text message and an email message for a medical service reminder:
After Vello sends a medical service reminder as an email or text message, Vello syncs the reminder to:
- The applicable client contact record in your PIMS
- The applicable patient record in your PIMS (optional)
When and how Vello sends medical service reminders
To know when to send reminders, Vello uses the due dates of medical services from your PIMS.
Note: If you use Cornerstone, Vello uses the due date of letter reminders in patient records to know when to send medical service reminders. And for Cornerstone, Vello does not automatically send callback reminders.
You can configure a maximum of three text and email medical service reminders. For each reminder, you can use before or after a due date as the interval that Vello uses to send the reminders.
You can also configure the method that Vello uses to send the reminder (text message, email, or both). If you do not change the configuration, Vello sends text and email reminders:
- 2 months before a service is due
- 30 days before a service is due
- 30 days after a service is due
Note: It is not possible to configure new intervals for postcards. For example, it is not possible to configure Vello to send postcards 15 days before a service is due.
Tip: Select the Preview button to look at the text and formatting of medical service reminders before Vello sends them.
For more information, refer to Methods and intervals that Vello uses to send medical service reminders and Times that Vello sends medical service reminders.Medical service reminders and client appointments
If you activate Vello online booking and use appointment requests as a configuration type:
- Medical service reminders show a link or button that clients can select to open the Vello client portal
- Clients can use the client portal to make appointment requests
If you activate online booking and use direct booking as a configuration type:
- Medical service reminders show a link or button that clients can use to get access to the Vello client portal
- Clients can use the client portal to schedule an appointment directly in your PIMS calendar
If online booking is not activated, medical service reminders do not show a link or button for the Vello client portal. Clients can make a phone call to schedule appointments.
Note: Only medical service reminders that are emails or text messages have a link or button to open the Vello client portal.
Note: Links or buttons shown in medical service reminders expire 15 days from the date that Vello sent the reminder to a client.
Medical service reminders and ezyVet hospitals
Each client contact record in ezyVet has a Hospital box that shows the client's hospital:
If a client makes an appointment with the hospital shown in the Hospital box, a medical service reminder tells them about their scheduled appointment:
If the client makes an appointment with a different hospital, a medical service reminder shows text that tells the client they have no scheduled appointment. The text is because:
- A medical service reminder only shows scheduled appointments for the hospital shown in the Hospital box of the contact record for the client
- When a client made the appointment, they selected a hospital that is different to the one shown in the Hospital box
Callisto Vets has two physical locations that are configured as hospitals in ezyVet. One hospital is Botany and one hospital is North Shore. Botany shows in the Hospital box of Kristine Kochanski's client contact record in ezyVet. Kristine uses the Vello client portal make an appointment with North Shore. A scheduled appointment for North Shore does not show in a medical service reminder because Botany shows in the Hospital box in Kristine's client contact record.
Medical service reminders and Neo branches
Each client record in Neo has an Associate ID box that shows the client's branch:
If a client makes an appointment with the branch shown in the Associate ID box, a medical service reminder tells them about their scheduled appointment:
If the client makes an appointment with a different branch, a medical service reminder shows text that tells the client they have no scheduled appointment. The text is because:
- A medical service reminder only shows scheduled appointments for the branch shown in the Associate ID box of the contact record for the client
- When a client made the appointment, they selected a branch that is different to the one shown in the Associate ID box
Callisto Vets has two branches in Neo. One branch is Botany and one branch is North Shore. Botany shows in the Associate ID box of Kristine Kochanski's client record in Neo. Kristine uses the Vello client portal to make an appointment with North Shore. A scheduled appointment for North Shore does not show in a medical service reminder because Botany shows in the Associate ID box in Kristine's client record.
Custom messages to clients in medical service reminders
You can include a message to clients in a medical service reminder. For example, if you want to include information about a deposit for an appointment and the time necessary to cancel an appointment.
Note: Only medical service reminders that are emails can include the message. A text message or postcard cannot include the message.
To include a message, enter the text in the Email message box of the Text & email reminders section. You can enter a maximum of 500 characters in the Email message box.
Note: The Email message box only shows when you select a minimum of one Email setting for a reminder.
To make it easy to know where a medical service reminder includes the message, you can open a preview of the applicable reminder. The preview identifies the location of the message with the text [Your custom content here]:
Stop reminders for a medical service
A practice manager can stop reminders for a medical service. For example, if it is not necessary to send reminders for a heartworm test, they can stop reminders for the test.