How to Send SMS/Email Reminders to Clients?

CareMaster has the functionality to send email and SMS notifications from the system to clients/participants. This can be be used to automatically remind clients/participants of services they are scheduled for on the next day and get them to confirm the support.

​CareMaster will not send SMS messages or emails unless you manually adjust the settings below.

Please note: A SMS can be as short as 1 character or as long as 160 characters. Any SMS messages sent from CareMaster costs 15c per message. This fee is billed monthly and will be incorporated into your standard invoices.

For this functionality to occur, there are few pre-requisites:

• Some back-end configuration to be turned on by our Customer Care Team, check with our Customer Care team to check if this is on. Note that the same back-end functionality is used for both Email and SMS Notifications

• Settings to be manually set up for each individual client/participant.

  In a client's CareMaster record, open the Contact Information section.

  The Current Mobile and Email Address fields are the information used to send any alerts.

  Once you are happy the mobile's and email addresses are updated, close the Contact Information box and go to the Client Notifications section.

  The Notification Method field determines which kind of Alert (Email/Mobile/None) is sent to each individual client.

  They can either be notified the day before the service or on the day of the service or both.

To access the Client Notification Settings, go to menu: Settings> Client Notifications: This is where Global settings for notifications can be set, as well as a change to templates.

Within the Client Notification Settings, you can configure the following options to notify participants about various updates:

• Upcoming Supports: The settings enable your organisation to send notifications to participants about upcoming supports.

• Daily Supports: The settings allow your organisation to send daily support notifications to participants.

• Support Changes: This setting enables notifications to be sent to participants when there are changes to their support arrangements.

1. Choose the number of days prior to the scheduled support to inform the participants.

   

2. Choose the specific hour of the preceding day to inform the participants of the scheduled support, for instance, at 5:00 PM.

   

3. Select the desired timeframe in hours for informing the participants prior to a scheduled support session.

   

4. To deactivate the notification options mentioned above, simply select the necessary setting to disable notifications for all participants.

• Do not send upcoming appointment notifications • Do not send appointment today notifications • Do not send appointment changed notifications

5. If you wish to receive responses to the SMS notifications, please provide a mobile number in the designated field.

   SMS and Email Templates Each of the notification settings mentioned earlier has its own set of notification templates for SMS and Email Notifications. If you wish to modify the templates, simply click on the help tab next to the relevant template to find the necessary fields that can be included in the notification's body.

   It's important to remember that each template has different fields available in the help icons.

   A few last things to note:

   Note that the above functionality is separate to other emails being sent out from CareMaster, for example Forgotten/Reset Password emails. However like the SMS/Email Scheduler, this is also dependent on email server settings having been configured.

   CareMaster queues up the emails in the background and will send them out every 15 minutes for any pending ones.