Some Customers have SkedgeAlert integrated with their designated software. This shows how to send an Alert through an integrated product.
There are three different ways to send Alerts: 1-through the Calendar View, 2-through the Create New Alert screen, and 3-through Open Slots (if you have an integrated system).
There are two different Alert types: Serial Alerts and Blast Alerts. A Serial Alert sends the alert sequentially to the list of clients one at a time in a specific order. A Serial Alert is similar to picking up a phone and calling. It will go to the first person and once timed out, will then moves to the next person until someone has claimed the Alert. You can set the client order in which Alerts are sent. A Blast Alert is an Alert sent at the same time to your list of clients. A Blast Alert is a race to win, the first one to act on the Alert, can claim the Alert. All Alerts stay open until claimed or until you close them through the Active Alerts Screen.
Please reference Calendar, Active, and Closed Alerts for further detail. This is specific for Open Slots.
Watch the video below for step-by-step instructions or continue scrolling for detailed instructions.
Create an Alert: Sending an Alert through Open Slots
To Schedule an Alert through Open Slots
Go to Alerts> Calendar>View Open Slots
Within the Filters area
Select the Location
Select the Provider
Select the Visit Type
Tip: Leave Visit Type unselected to see all available appointments with that Provider and Location.
Tip: Visit Types describe the type of appointment the client is booking an appointment for. Some Organizations have one visit type, while others may have many. Mobile clients select which visit type they are needing within the SkedgeAlert app and when an Alert is sent out, only mobile clients matching with that visit type will receive the Alert.
Once Open Slots populate, Select an appointment
Verify appointment information
Including date, time, duration, provider, and location
Select the Alert Type
Serial Alert: An Alert sent sequentially to the list of clients one at a time, chosen in a specific order
Blast Alert: An Alert sent at the same time to the list of clients
Select the Alert Notification details
The Confirmation Window: The span of time the client has to confirm the appointment after an Alert has been Accepted or Requested. This option is required for both Serial and Blast Alerts.
The Response Window: The response duration of time provided before a Serial Alert moves onto the next client. This option is only available on Serial Alerts.
Tip: Confirmation Window and Response Window times are configured in the Settings of SkedgeAlert. To update or add new window times, go to Business Settings>Businesses and click the pencil icon on the right-hand side. Scroll down to Descriptions and use the Toggle to either Inherit or Override either Response Windows or Confirmation Windows. Once Override is selected, you can edit from there.
Review the Client List and make updates if preferred
The Client List for the Alert is searchable using the search bar
You may unselect any Clients that you don’t want to receive the Alert
Tip: If using the Serial Alert feature, consider clicking the blue dots icon and use the grabbing tool to change the order of the clients. Remember that for a Serial Alert, the Alert will be sent to one client at a time, following the order set here.
Click Send Alert
You’ll be directed back to the Open Slots screen and the appointment will drop off the Open Slots view.
Tip: For Organizations integrated with Epic: When an Alert is created and sent, but not yet claimed, it will appear on the Epic calendar like below. It will show as “On Hold” with a Wait List reference to SkedgeAlert.
Tip: For Organizations integrated with Epic: Once a client has Claimed the Alert, it will show as booked by showing appointment details and noting “SkedgeAlert” in the Appt Notes.