What are Smart Reminders?
Smart reminders are designed to recognise if the completion of a form is delayed. Our smart reminder system will notify the specific form assignee, providing them access to the form to complete.
Furthermore, as an administrator, the Med App dashboard provides clear visibility to see which assessments or forms are delayed. Med App will also flag forms that are not progressing.
By enabling smart reminders, you can ensure forms are being completed as efficiently as possible and any delays in the progress of a form are clearly highlighted to administrators.
How Smart Reminders work
A form is assigned to a user (eg an assessor)
The Med App system will calculate the date and time to remind the form assignee if they have not completed their section of the form
If the reminder date elapses, a reminder notification will be sent to the form assignee based on their notification preference (push, SMS or email)
If the form is not completed then additional reminders will be sent (the frequency of reminders is configured per form section)
If all configured reminders have been sent to the form assignee and the form is still incomplete, the form will be flagged as 'Not Progressing' to administrators. Administrators can then determine the path of action to ensure the form is completed.
Setting reminders for a form
Please contact your Hospital Success manager to configure the reminders for a form.
Reminders are configurable per form section and have the following options:
Customise the time delay until a reminder is set - this is the number of days until a reminder is sent
Customise the frequency of reminders - this is the number of reminders to send
Customise when to flag the section as "Not Progressing" - this is the number of days after the final reminder was sent to then flag the form as not progressing
How form assignees receive reminder notifications
When a form section is assigned to a user it will calculate when the reminder needs to be sent (if the form assignee has not completed their section of the form).
The reminder will be sent to each user based on:
their notification preference (email, SMS, push notification). NOTE: a user can switch off form reminders.
the time they have selected to receive the reminder notification (defaulted to 12pm).
If the Med App system recognises a user has not completed a form, the reminder will be sent.
When sending a reminder, our system will also check if there are multiple forms that the user needs to be reminded about. If only one form is triggering the reminder, the user will be sent a link to the form.
If there are multiple forms to be completed, the user will be sent a link that will take them to their forms list page. These forms will be flagged with the text "Requires urgent attention".
Example email reminder
Form assignee view if form completion is delayed on not progressing
How to configure Smart Reminders per form distribution
When creating a new distribution, the section reminder settings will be inherited from the form template settings.
The section reminders can be customised per distribution in the case you want to toggle off reminders or change the reminder settings.
Section reminder display when creating a new form distribution
Existing distributions can be edited to add section reminders. In this case, the system
will recognise any sections that require reminders and send the first reminder. NOTE: the system will detect forms that are due to be sent a reminder and this will trigger the first reminder and proceed onwards.
How administrators can monitor form progress
If reminders are enabled a form distribution, there will be additional columns that display on the forms response list view:
"Section Progress" column - displays the following statuses:
"On Track" - if a reminder has not been sent yet to the current section assignee. Note: If a section does not have a reminder set then the status will display as on track
"Reminded" - a reminder has been sent to the current section assignee
"Not Progressing" - the section has been flagged as not progressing
NOTE: the list of forms can be filtered by the Section Progress status
"Number of reminders sent" column - Displays the number of reminders sent to that user
Clicking on a form in the list will open a pop-up which displays detailed form information, including:
The current section assigned and section progress status
who the section is assigned to, when it was assigned and the type of notification
The number of reminders that have been sent
The next scheduled reminder (if there is a scheduled reminder)
Previous scheduled reminder (if a previous reminder was sent)
