Understanding Appointment Group Messages in EncompassMessage

1. Open EncompassMessage.

2. Select the Communication icon and then click on the arrow to expand the Communication menu.

3. From the menu, click Appointment Group Message. The Appointment Group Messages list displays on the right.

4. Click the Add Group Message button in the upper right. The Create Appointment Group Message screen displays. This workflow includes three steps: Create & Preview, Select Recipients, and Review & Send.

5. Click Create & Preview to create the message.

   1. Enter the Group Message Name.

   2. Select from the drop-down, the Message Type. Choose from SMS & Email, SMS or Email. For this example, we select SMS & Email.

   3. Select a Template from the drop-down. The SMS Message and Email fields are populated with the template content.

   4. Edit the SMS message as needed. You are limited to 320 characters.

   5. Check the box if you want to Include “Reply to STOP to opt out” in the message.

   6. Edit the Email Subject, if needed.

   7. Edit the Email Body, if needed.

   From here, you can send a test email or SMS message, save a draft or move on to selecting recipients.

6. Click Select Recipients. The Select Recipients screen displays.

   1. To search for recipients to select, select a Location from the drop-down list.

   2. Select a Provider from the drop-down list.

   3. Select the Appointment Date. Click into the field to select the start and end date from the calendar. You can enter a single date or date range as needed.

   4. Click Search. The list displays.

      
      Note: You must select an option for all three filters.
      
      

   5. Check the box on the left for each individual you want to receive the message.

   From here you can save a draft or continue to Review & Send. If you save a draft, the message is saved and displays in the list. You can edit the draft message or delete it.

7. Click Review & Send.

8. Enter your Send Options.

   1. Click on the circle to Send Immediately
      or

   2. Click on the circle to Schedule for Later. If you opt to schedule the message, enter the Date and Time you want to send the message.

9. Check the box to acknowledge the details are correct and you are sending a group message. Once sent, this action cannot be undone.

10. Click Send.

The message displays in the list with the status of Sent.

1. Open EncompassMessage.

2. Select the Communication icon and then click on the arrow to expand the Communication menu.

3. From the menu, click Appointment Group Message. The Appointment Group Messages list displays on the right.

4. Click the Add Group Message button in the upper right. The Create Appointment Group Message screen displays. This workflow includes three steps: Create & Preview, Select Recipients, and Review & Send.

5. Click Create & Preview to create the message.

   1. Enter the Group Message Name.

   2. Select from the drop-down, the Message Type. Choose from SMS & Email, SMS or Email. For this example, we select SMS & Email.

   3. Select a Template from the drop-down. The SMS Message and Email fields are populated with the template content.

   4. Edit the SMS message as needed. You are limited to 320 characters.

   5. Check the box if you want to Include “Reply to STOP to opt out” in the message.

   6. Edit the Email Subject, if needed.

   7. Edit the Email Body, if needed.

6. Click Send Test and from the drop-down choose Email or SMS message, save a draft or move on to selecting recipients.

   1. If you select Email, the Send Test Email screen displays. Select or enter the test email address and click Send.

   2. If you select SMS, the Send Test SMS Message displays. Select or enter the test phone number and click Send.