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Vello appointment reminders and appointment confirmations

Vello has dedicated features for appointment reminders and appointment confirmations.

Appointment reminders

Vello can automatically send appointment reminders to clients. To send appointment reminders, Vello can use text messages and email.

For an appointment, Vello can automatically send reminders:
  • At 9:00 AM, 14 days before the appointment
  • At 9:00 AM, three days before the appointment
  • At 7:00 AM, the day of the appointment
The Overview screen in Vello shows when Vello automatically sends appointment reminders:
The Automated Communications Cadence screen
Note: If you schedule an appointment after 7:00 AM during the same day as the appointment, Vello does not send an appointment reminder for the appointment.
Note: It is not possible to make changes to the content and formatting of a reminder message. For example, it is not possible to change the font and color of the reminder or the information that the reminder shows.
An email appointment reminder that Vello sends has a View Appointment Details button. After a client selects View Appointment Details, their browser opens the Vello client portal. The client portal gives easy access to this information for clients:
  • The date and time of the appointment
  • The appointment staff member
  • Your organization address
  • Appointment instructions (optional)
  • Recommended diagnostic screening (optional)
  • Prices for diagnostics screening (optional)
  • Drop-off times and pickup times (optional)

The left side of Example appointment reminder shows an email appointment reminder. The right side is an example of what the client portal shows after a client selects View Appointment Details.

Figure 1. Example appointment reminder
Example of an email appointment reminder

Appointment confirmations

Clients can use an appointment reminder to quickly and easily confirm an appointment. An appointment reminder that is a text message shows a link to confirm the appointment. And an appointment reminder email shows a Confirm Appointment button. The first appointment reminder that a client receives 14 or 13 days before the applicable appointment includes the link or button.

Note: An appointment reminder that Vello sends during the day of the appointment does not have a link or button to confirm the appointment.
After a client uses an appointment reminder to confirm an appointment:
  • Vello tells your PIMS to set the applicable appointment to a confirmed status
  • The client's device opens the Vello client portal and shows information about the appointment (for example, the appointment date, time, and staff member)