Setting Up Eyefinity Electronic Patient Notifications


This feature is an add-on solution and requires setup by Eyefinity and may include additional cost. For information on how to get started, see our website.

This section explains how to set up the Eyefinity Electronic Patient Notifications with Encompass.

Notifications are sent to patients in one of two ways:

  • Patients with a mobile number recorded in Encompass receive a text message. All text replies appear on the daily results report.
  • Patients without a mobile number receive a voice phone call at their home number (appointment reminders and recalls only).
  • For the notifications to work correctly, you need to ensure patients have a mobile number and/or a home number recorded in Demographics.
  • Changes to the Communication Methods section in Demographics update the communication settings in Eyefinity Electronic Patient Notifications. To avoid errors when using Eyefinity Electronic Patient Notifications, we recommend you select either Phone or Text as the communication method for each communication type, not both. For more information, see Enter a patient's contact information

This section includes the following topics:

Before you can begin using Eyefinity Electronic Appointment Reminders, you need to verify that all providers you want to be in the appointment reminders have the Active, Online Schedule, and Electronic Patient Notifications check boxes selected in the Add/Edit Provider window. For more information, see Editing Resources.

You also need to provide Eyefinity with the following information:

  • The email address(es) where you would like to receive the Using Electronic Appointment Reminders. All reports will be sent to all addresses provided; reports cannot be sorted to different mailboxes or locations.

  • The number of days before an appointment you want reminders sent. The default is two reminders sent five days and two days before the appointment. You can choose a different number of days before or have an additional reminder sent (for example, seven days before the appointment).

  • The phone number for your office where you want to receive patient calls. All reminders are sent from a local number that is not your office phone number. If a patient calls the number, the call is automatically forwarded to your office.

Electronic patient recall messages are sent to patients based on the recalls you assign to them in Encompass. Recall types and schedules are configured in Administration.

Before you can begin using the Eyefinity Electronic Patient Recalls, you need to verify that the following areas of Encompass are set up correctly. If this setup is not performed, the results report will not contain any data.

  1. Review all the recall types your practice uses and make sure you have entered Months to Recall and selected the Active check box for each. Only active recall types will be used for electronic patient recalls. For instructions, see Editing a Recall Type (or Adding a New Recall Type, if you need to set up new ones).
  2. Check that the recall schedules for each active recall type are also set up correctly, with the Number of Periods, Period, When, and Print fields completed. If any information is missing, electronic recall messages will not be sent. For instructions, see Setting up Recall Schedules or Editing or Deleting Recall Schedules
  3. Verify that you have assigned recalls to patients in Front Office. Electronic recall messages will only be sent to patients assigned an active recall type. For instructions, see Adding a New Recall for a Patient.

You also need to provide Eyefinity with the following information:

  • The email address(es) where you would like to receive the Using Electronic Patient Recalls. All reports will be sent to all addresses provided; reports cannot be sorted to different mailboxes or locations.

  • The phone number for your office where you want to receive patient calls. All recall messages are sent from a local number that is not your office phone number. If a patient calls the number, the call is automatically forwarded to your office.

Before you can begin using Eyefinity Electronic Eyewear Ready Notifications, you need to verify that all providers you want to be included in the notifications have the Active, Online Schedule, and Electronic Patient Notifications check boxes selected in the Add/Edit Provider window. For more information, see Editing Resources.

You also need to provide Eyefinity with the following information:

  • The email address(es) where you would like to receive the Using Electronic Eyewear Ready Notifications. All reports will be sent to all addresses provided; reports cannot be sorted to different mailboxes or locations.

  • The phone number for your office where you want to receive patient calls. All reminders are sent from a local number that is not your office phone number. If a patient calls the number, the call is automatically forwarded to your office.