Setting Up Eyefinity Electronic Patient Notifications

The Eyefinity Electronic Patient Notifications require an additional fee and setup by Eyefinity. An eWebExtra website with the Integrated Online Forms and Integrated Online Scheduler is available free of charge to all practices using Eyefinity Practice Management. For information on how to get started, go to www.ewebextrademo.com.

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

Notifications are sent to patients in one of two ways:

  • Patients with a mobile number recorded in Eyefinity Practice Management 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 that 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 Recording Contact Information

This section includes the following topics:

Setting Up Company and Office Information for Electronic Patient Notifications

You can add or change your office and company settings to control the type of notifications sent to patients, when they are sent, and the office or company contact information included in the notifications.

The individual notification types also have additional setup requirements. See the other sections in this topic, below.

This section includes:

Setting Individual Office Options

  1. In Administration, Company: Setup, click Patient Engagement and select Website Setup.
  2. Enter your Eyefinity Practice Management login information, when prompted.

    The Patient Engagement Connection screen opens.

  3. Click Electronic Patient Notification - Manage in the upper-right corner of the screen.
    If you are not currently signed up for Eyefinity Electronic Patient Notifications, The Electronic Patient Notification - Manage tab is not available. Instead, you can click Electronic Patient Notification - Signup to sign up for the notifications. You can also go to www.ewebextrademo.com to sign up.
  4. Under Individual Patient Options, in the Office Number field, type the phone number patients can call if they have questions about their upcoming appointments.
  5. Select the Day of Reminders check box if you want to send reminders to patients on the day of their appointments. Deselect this check box if you do not want to send these reminders. For more information, see Same-Day Appointment Reminders
  6. Select the Order Notifications check box to send notifications to your patients when their eyewear orders are ready to pick up. Deselect this check box if you do not want to send these notifications. For more information, see Setting Up Electronic Eyewear Ready Notifications and Using Electronic Eyewear Ready Notifications.
  7. Select the Reminders check box to send electronic appointment reminders to your patients. Set up the reminders as follows:
    1. Select the Hour to Run the appointment reminders. This is the hour of the day your electronic appointment reminders will be sent to your patients. The time is based on your local time zone.
    2. Select the Days Before the patient's appointment you want to send the appointment reminder. You can select a number of days between 1 and 90.
    3. If you would like to send appointment reminders to patients more than once, click + Add more. For example, you can select to send a reminder 7 days before the appointment and then click + Add more to add another reminder 2 days before.

    Deselect the Reminders check box if you do not want to send these reminders. For more information, see Setting Up Electronic Appointment Reminders and Using Electronic Appointment Reminders.

  8. Repeat steps 1 through 7 for each office listed.

Setting Company Wide Options

  1. In Administration, Company: Setup, click Patient Engagement and select Website Setup.
  2. Enter your Eyefinity Practice Management login information, when prompted.

    The Patient Engagement Connection screen opens.

  3. Click Electronic Patient Notification - Manage in the upper-right corner of the screen.
  4. Under Company Wide Options, type your Practice Name. Some of your electronic patient notifications may include this name.
  5. If your practice has a website, the domain name should appear in the Domain Name field. If you don't have a website, or would like a new website provided by Eyefinity, contact us at 877-448-0707 and our staff can set up a site for you.
  6. Select the Recalls check box to turn on electronic patient recalls for all offices in your company. Set up the recalls as follows:
    1. Select the Hour to Run the electronic patient recalls. This is the hour of the day your electronic recall notifications will be sent to your patients. The time is based on your local time zone
    2. Select the Day Of the week you want to send the recall notifications.
    3. Select a Frequency for the recall notifications. You can choose to send the notifications once a week or once a month.
    4. If you selected Monthly for the Frequency, select the Week of the month you want to send the recall notifications.

    Deselect the Recalls check box if you do not want to use electronic patient recalls for any of your offices.

  7. In the Notification Emails field, type the email address where you would like to receive the results reports for all your electronic patient notifications. To enter additional email addresses, click + Add more. For more information on the reports, see Daily Results Report for Electronic Appointment Reminders, Results Report for Electronic Patient Recalls, and Daily Results Report for Electronic Eyewear Ready Notifications.
  8. Click Save.

Setting Up Electronic Appointment Reminders

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 Providers and Staff.

You also need to provide Eyefinity with the following information:

  • The email address(es) where you would like to receive the Daily Results Report for 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.

Setting Up Electronic Patient Recalls

Electronic patient recall messages are sent to patients based on the recalls you assign to them in Eyefinity Practice Management. 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 Eyefinity Practice Management 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.
    If your practice recently converted from OfficeMate to Eyefinity Practice Management, check your patients to make sure they have the correct Eyefinity Practice Management recall types assigned to them and not the old, OfficeMate types.

You also need to provide Eyefinity with the following information:

  • The email address(es) where you would like to receive the Results Report for 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.

Setting Up Electronic Eyewear Ready Notifications

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 Providers and Staff.

You also need to provide Eyefinity with the following information:

  • The email address(es) where you would like to receive the Daily Results Report for 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.