Knowledgebase : > SMS Messaging
Scheduled Tasks to send SMS txt message reminders

Configuring SMS to send txt message appointment reminders

SPM & PHM can send appointment reminders to patients and also other ad-hoc messages.

The Windows Task Scheduler needs to be configured to run the SMS Sender application to automatically send out SMS (text) messages. These are messages that have been queued, i.e. appointment reminders.  Ad hoc messages are sent immediately.

Prerequisites:
The task must be created on a computer that runs the Incisive application as it relies on the ODBC entries to connect to the database. Ideally this would run on the server, or a workstation that will not be turned off.

The scheduled task must be created with a Windows User Account where the password will not expire. 

Check that you can run the task from the command line before commencing to set up the scheduled task: 
        C:\spmwin\SMSSender.exe 

Weekday SMS Sender

Create a new task.

General

Security options

    • Run whether the user is logged on or not.
    • Run with the highest privileges.
Triggers

Start:

8.00 a.m. (or later, ask the practice)

Settings:

Weekly

Monday, Tuesday, Wednesday, Thursday, Friday

Stop task if it runs longer than:

15 minutes

Enabled

Actions:

Program/script

SMSSender.exe needs to be set to run from the program directory (normally c:\spmwin).

Add arguments:

Auto
Note if 'auto' is not included the 'Send Queued Messages' command will not execute
Conditions:
    • Wake the computer up to run the task.
Settings:
    • Allow the task to be run on demand.
    • Stop the task if it runs for longer than 1 hour.
    • If the running task does not end when requested force it to stop.

Weekend SMS Sender

This task should be created to run once on a Saturday and Sunday, normally late morning or early afternoon. If it is set to run too early, it may wake some people up! Ensure that the correct usage of AM or PM is selected depending on the time set. 
Create a new task with the same settings as the Weekday SMS sender, setting the task to run only on a Saturday and Sunday. No repeat is required.

Triggers

Start:

10 a.m.
(Ask the practice what time they would like the messages sent on a Saturday and Sunday).

Settings:

Weekly

Recur every 1 week on:

Saturday / Sunday

Stop task if it runs longer than:

15 minutes

Receiving SMS messages

A third scheduled task needs to be set up for the SMS Sender application to poll more frequently for incoming messages.

"SMSSender.exe /replies"

This task should probably be run every 15 minutes and will poll the Provider's SMS account, then retrieve them.

Send COVID questionnaire with SMS appointment reminder

Standard COVID19 screening questionnaires are able to be included with the SMS reminders that are sent to the patient just prior to the appointment. 

Examples of the standard questionnaires can be viewed using the Incisive demonstration site. Click the link or scan the QR code to view on your phone.

New Zealand 

 http://go.incloud.clinic/reply2dr

Victoria (Aus.)

http://go.incloud.clinic/reply2vicdr

 

This requires you to be using the Incisive inFORM application which is also used for online patient registration and PROM health questionnaires.

  1. Modify the ‘Custom Text’ section of the Session (Setup > Appointment > Session Types) and add the URL of the online form and any additional text.
    Use a URL shortener (bit.ly, tinycc.com or contact Incisive Helpdesk) to make a shorter link.


  2. When the SMS is received the patient can tap on the hyperlink and the questionnaire is loaded into the phone’s browser.
          

  3. Submitted forms will be displayed in Utilities > Import > Patient (XML) or the Message Centre (if configured).


  4. The submitted form does not include any link to the appointment or patient and appears as ‘Unknown FEEDBACK’ so you need to match the patient (which is why we ask them to include their name) and also select the correct Provider.


  5. Once imported the answers to the COVID questions then appear in the patient’s Notes as ‘COVID 19 SCREENING’. If they are not visible, go to the Display button on the toolbar and ensure the option to display ‘External Documents’ is enabled and saved.

For further information contact Incisive at help@incisivesupport.com 

SMS - ports to open if messages are not sending

Various ports to open to allow SMS Messages to go out

For Messagenet

 MessageNet use AWS as a hosted environment , but you will need to allow ports 80, and 443 through to api.messagenet.com.au.

 For Messagemedia

Below are the relevant domains and IP addresses to white list. We always recommend whitelisting by the domain name as IP addresses can be subject to change:

  • soap.m4u.com.au
  • xml.m4u.com.au
  • soap.messagemedia.com
  • 103.226.247.0 - 103.226.247.255
  • 52.64.14.172
  • 52.64.14.33

 

 

SMS account application

Application for SMS account to send txt messages

Please complete and return this application for a SMS account so that appointment reminders can be sent as txt messages to your patients.

Click here to download the application form.