This feature will allow you to track services such as Annual Wellness Exams, Senior Bloodwork, Parasite Screens, etc, as well as automatically notify clients about these reminders on a set schedule.
📓 Please Note: To request the Vaccines and Service Reminders feature please contact us at support@instinct.vet.
Table Of Contents
⚙ Setting Up Service Reminder Labels
Health/Service Reminder Labels are found under the Inventory section of Admin. In order to view the Health/Service Reminder Labels screen your practice must have the Vaccine & Service Reminders feature enabled and a hospital administrator will need to add the admin_reminder_labels permission to the appropriate user role (or create a new one) in order to create and edit reminder labels.
New Health/Service Reminder Labels can be created by clicking the +New Label button at the top of the screen.
Enter the name for the Health/Service Reminder Label, keeping in mind that duplicate names will not be allowed and that this field is not case sensitive. Under Product Class, select Product from the drop down menu for any Health/Service Reminders. Then enter the Valid For, by entering a whole number in the first box and then selecting the time frame from the drop down in the second box. Up to three Valid For dates can be entered for each Service Reminder Label.
Once a Health/Service Reminder Label has been created it cannot be renamed or deleted, only inactivated. To inactivate a Health/Service Reminder Label simply click the Active toggle to the OFF position. Inactivating a Health/Service Reminder Label will automatically remove it from all associated products.
➕ Creating a Reminder Class Product
To create new Health/Service Reminder Class Products in Admin, navigate to Products, then click on +New Product at the top of the product page. Selecting Product as the Class will allow you to add Reminder Labels to your new product.
💡 Please Note: Health/Service Reminder Labels can only be applied to products with the class of ‘Product’. Products with the class of ‘Product + Calculator, Vaccine, Vital Sign or Automatic Charge do not support Health/Service Reminder Labels.
In the Reminder section of the Product Form, simply click on the +Add next to Reminder Labels to see a drop-down list of all the available Health/Service Reminder Labels to choose from. You can add additional Health/Service Reminder Labels to the product by clicking on the +Add button again.
To remove a Reminder Label from a product hover over the Reminder Label to see an X to the right of the label. Clicking on the X will remove the unwanted Reminder Label.
Under the Reminders section on the product form, you can also set-up this product to require that a reminder timeframe be selected in the Set Reminder field before staff can complete any treatments for this product. This requirement can be turned on by clicking on the toggle to the right of Required to turn it orange.
✏️ Adding Health/Service Reminder Labels to Existing Products
Health/Service Reminder Labels can be added to existing Products at anytime by navigating to Products in Admin and clicking on the product you would like to add a reminder to, opening up the Product Form to edit.
Once you are in the Product Form navigate down to the Reminders section and you can add Service Reminder Labels to the existing product by clicking on the +Add button to the right of the Reminder Labels. You will also be able to turn the Required toggle to on so that staff will need to select a reminder timeframe before completing any treatments with this product, ensuring that a reminder will be set for the patient.
💡 Please Note: Health/Service Reminder Labels can only be applied to products with the class of ‘Product’. Products with the class of ‘Product + Calculator, Vaccine, Vital Sign or Automatic Charge do not support Health/Service Reminder Labels.
🩺 Ordering and Completing Health Services
Search for and order Health Services like any other product, including through product groups and one-off orders.
When completing a Health Service treatment, if there is an asterisk (*) next to any of the Reminder Labels, you will be required to set the reminder before completing the treatment. An error will appear alerting you that the Set Reminder field is Required.
If the reminder timeframe is not required, you will not see an asterisk (*) next to the Reminder Label.
Setting a Reminder period will update the Next Due date in the Reminders section of the Patient Info Bar, and completing the treatment will replace any existing Next Due date.
Treatment Notes can be added at the time of Treatment or One-Off completion, and can be used to indicate any other important details for the Health/Service Reminder. Any Treatment Notes entered will display as an orange chat bubble, and a tool tip will display the Treatment Note when hovering over the Reminder Label in the Patient Info Bar.
In the Order History screen you can Edit a Completed Health/Service Reminder:
- If you need to edit the Set Reminder drop down
- If you need to add or edit Treatment Notes
- If a treatment is completed in error, it can be edited and marked as NC (not complete)
- Marking a treatment as NC will trigger any associated reminders to revert to the previous information
- If a treatment is marked as NC in error, the order can be edited and modified to Completed. Doing this will override existing Reminders once again.
Reminders will not be generated when products are added directly to the Invoice.
📅 Health/Service Reminders
Once a treatment with a linked Health/Service Reminder is marked as Complete, the Reminders section of the Patient Info Bar updates to reflect the Reminder Label and the Next Due date.
Hovering over the Reminder Label in the Patient Info Bar displays a tooltip if there are any Reminder Notes or Treatment Notes
Editing a Health/Service Reminder
Clicking on the Reminder in the Reminders section of the Patient Info Bar allows you to Edit the Valid For date, Add or Edit any Reminder Notes, or deactivate the Reminder
Hovering over the Reminder Label in the Patient Info Bar displays a tooltip if there are any Reminder Notes or Treatment Notes
Adding a Health/Service Reminder
For instances where services were completed at another facility, you can add a Health/Service Reminder manually by clicking on the 3-dot menu in the Reminders section in the Patient Info Bar and selecting +Add Reminder:
You can search for and choose any active reminder label, regardless of class, from the dropdown menu.
This allows you to send a reminder notification to the client for health/services done in the past that were not part of the patient’s Instinct medical history.
💡 ProTip: Patients must have at least one visit in Instinct before you can view their Chart and enter Health/Service Reminders. We suggest checking them in to the On-The-Way board to upload any medical records and update health/service reminders prior to their first visit.
Deceased Patient Reminders
When patient is marked as Deceased, any Reminders will be immediately set to inactive and will no longer display on the Reminders section of the Patient Info Bar.
If a patient was marked as Deceased in error and the box is unchecked, any Reminders from before they were marked as deceased will display again and can be reactivated by clicking directly on the Reminder and toggling Active to ON.
📧 Reminder Emails
Reminder notification emails are sent to the client at 7:00am local time on Wednesdays, and are sent to all emails on the account’s primary contact. Instinct will send an email for each patient that has upcoming reminders within the 45 day window.
After a reminder email has been sent, a copy of the email will be logged in the patient’s Comm Log, and those reminders are marked as sent in the database to prevent duplicate notification emails.
📓 Please Note: Overdue reminders will not be included in the reminder emails. However, a future improvement of our reminder email notifications will include overdue reminders.
📨 Opt-Out for Email Notifications
Clients have the option to Opt-Out of email notifications. You will also be able to turn off email notifications directly from the Account edit screen.
A bell icon with an X will indicate an email has opted-out of notifications.
📄 Printing Reminders
Clicking the 3-dot menu in the Patient Info Bar for Reminders allows you to print a PDF containing information about a patient’s active Vaccine and Health/Service Reminders.
All overdue and upcoming Vaccine and Health/Service Reminders are broken down into sections based on the Next Due date.
- If a patient has no active reminders due within a specific period, that section will display the text “No Upcoming Reminders.”
- Active overdue reminders will display in the “Next 30 Days” section
Want to learn about Vaccine Reminders? Check out our Vaccine Reminders Guide on Careville!