✨ When You Need This Guide
Need to update a patient’s phone number, email, or preferred name? This guide walks you through how to make sure Aloha and your EHR are in sync. Use this when:
A patient changes their phone number or email address
You want to update a preferred name or spelling
You notice that contact details are outdated in Aloha
A patient isn’t receiving messages and you want to double-check their info
Keeping your contact records accurate helps make sure your patients are getting the messages they want, when they need them.
✅ How to Update Patient Contact Info
Make changes directly in your EHR/PMS
Aloha pulls patient information from your Electronic Health Records (EHR) or Patient Management System (PMS)—so all edits need to happen there first.
Wait for the update to sync
Aloha automatically syncs with your EHR/PMS, but it may take up to 24 hours for updates to appear in Aloha.⏳ What to expect:
Phone numbers, names, and email addresses will update automatically
You do not need to manually update contact details in Aloha
(Optional) Pause messaging in Aloha if needed
If a patient should temporarily not receive messages, you can stop texts or emails directly in Aloha:Go to CONTACTS > Show Contacts
Use the search bar in the top-right corner to find the patient
Click their name to open the Contact Info Page
Select Settings and turn off Text and/or Email opt-in options
✨ This won’t change their contact info—it just stops automated messaging from being sent.
💡 Common Scenarios & Solutions
Scenario | What Might Be Happening | What You Can Do |
Patient got a new phone number or email | Info was updated in the EHR, but hasn’t synced yet | Wait up to 24 hours for Aloha to reflect the change |
Patient goes by a nickname or different name | EHR name doesn’t match preferred name | Update the preferred name in the EHR to reflect it in Aloha |
Patient isn’t receiving texts or emails | Contact info might be outdated or messaging is turned off | Check both the contact info in the EHR and messaging toggles in Aloha |
You want to stop messaging without changing contact info | Patient is temporarily unavailable or opted out | Go to Contact Settings in Aloha and disable message toggles |
🎉 You'll Know It Worked When:
The patient’s name, phone, and email update automatically in Aloha after syncing
Text and email message toggles reflect your settings in Aloha
Patients begin receiving messages at their updated contact details
💬 Need Help? We're Here for You!
If something doesn’t seem to update after 24 hours or you need extra support, reach out!
📞 1-800-563-0469
📧 support@reviewwave.com
🕘 We typically respond within 30 minutes via in-app chat during business hours
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