Report Conversion Reminders
To make it easier to follow up with prospective patients, you may configure Hugo Systems to automatically send email reminders to patients who have yet to enter treatment. The report conversion settings page can be visited to turn this feature on or off.
How it works
To ensure that patients are not inundated with reminders, we apply the following rules:
- we will only send a maximum of 6 reminders to a single patient per report
- reminders will only be sent to patients when the report conversion has an Awaiting patient status
- reminders will not be sent to patients who have received a report within the last 7 days
- reminders will not be sent to patients who have received a reminder in the last 30 days
- report conversions are evaluated by Hugo Systems on a daily basis to determine which patients should receive a reminder
Types of responses
The emails that patients receive allow them to respond via their patient portal in a few specific ways:
- Yes to treatment
- Requested feedback
- No to treatment
Each type of response will affect the status of the report conversion in different ways. Please see the statuses page for more details on how each response can affect a report conversion.
From a patient’s report conversion page, under the Responses heading, you will be able to see when reminders were sent to patients, how many have been sent, what their the patient’s responses have been, if any, and when the next reminder will be sent.
Alternatively, the patient may contact the practice directly, and a staff member will be able to assist the patient directly.
Whether a patient responds via the patient portal, or contacts your practice directly, this is often a good time to add a note to the report conversion so that your team has insight into the communication with the patient.