Appointment: Confirmation, Reminders, Statuses, Visit Types

Contents

This article covers appointment reminders and appointment status. For patient communication preferences including reminders, please see Patient Onboarding (draft in review).

Appointment Confirmation

When a visit is scheduled, patients will instantly receive an email with their appointment details as well as a text confirmation with those same details. It is also worth noting that the email they receive contains a calendar file (.ics) for adding to iCal or any other calendaring app they may use on their smartphone or computer.

Appointment Reminders

Reminder Type	Timing	Frequency	Notes
Email	Sent at 1:00 pm 3 days before scheduled appointment date.	1 time only	CAUTION No reminder will be sent if there are fewer than 3 days (72 hours) until the scheduled appointment.
Text (SMS)	Sent at 9:00 am 2 days before scheduled appointment date.	1 time only	CAUTION No reminder will be sent if there are fewer than 2 days (48 hours) until the scheduled appointment.

Email – Reminder (72 hours prior)

Dear ${Patient.Name},

This is a courtesy reminder that you have an appointment with

${Appointment.Provider} on ${Appointment.Day} ${Appointment.Date} at ${Appointment.Time} for ${Appointment.Duration} minutes.

At any time at least 24-hours before your scheduled appointment, you can cancel or reschedule without penalty (see attendance policy). To cancel, or re-schedule call 918.268.9578.

For in-person visits, our address is:
2526 E 71st St

Suite J

Tulsa, OK 74136

https://g.page/tulsafam

If you have a Telemedicine Appointment (your app or portal will show “VOICE CALL”), Keep in mind, we will not call you—you must log in to your provider’s waiting room.

(We suggest you log in a few minutes before the start of your appointment)

Chariny Herring, DO
https://doxy.me/drherring

Anton Surja, MD
https://doxy.me/surjamd

Faith Miller, APRN, PMHNP-BC
https://doxy.me/faithmiller

Don’t Forget!

Every telehealth patient will need to record vital signs just before their their visit begins.

Blood pressure and pulse can be checked with a wrist cuff purchased at most drug stores, Amazon, or Walmart.

A standard bathroom scale can be used to record weight.

Height will need to be measured for children taking ADHD medications.

Text – Reminder (48 hours prior)

Patients can confirm, cancel, and reschedule their appointment via response to the text reminder message which is sent.

[$PATIENT_NAME] has an appt with [$PROVIDER] on on [$DAY], [$DATE] at [$TIME] for [$DURATION] minutes. Click for pre-appointment info https://tulsafamilypsychiatry.com/previsit Reply 1 to Confirm, 2 to Cancel, 3 to Reschedule. (Reply within 2hrs)

If a patient does not respond to the text reminder within two hours, their appointment status will remain as “Scheduled.” They will also receive a second message informing them they are still confirmed and to call for any change.

You didn’t choose an option. Your appointment is still confirmed. Please call 9182689578 for any change.

Appointment Status

Color	Status	Activation Method
	Cancelled	Manual: Cancel with at least 24-hour notice, Automated: Response by patient via SMS 2 days before appointment.
	Cancelled < 24 hr Notice	Manual: Can only be manually selected by our staff.
	Checked in	Manual: Can only be selected by TFAM staff. Enters timestamp corresponding to patient arrival or “check-in” time.
	Confirmed	Default: Either SMS, email, or both reminder types have been sent. Patient did not make an SMS selection for confirming, canceling, or rescheduling so it is assumed they are confirmed.
	Consulted	Automated: Status auto-updates after note has been signed and locked.
	In session	Manual: Can only be selected by TFAM staff.
	No show	Manual: Can only be selected by TFAM staff. Selecting this option before the close of business will trigger Charm to send a link to the patient the following day to re-schedule their appointment. SMS Message: You missed your appointment yesterday with PROVIDER NAME (Tulsa Family Psychiatry & Wellness). Click to reschedule https://chm.link/3zwD (link valid for 2 hours)
	No Show – No RS Link	Manual: If an automated reschedule reminder is not desired, you must select this status.
	Not arrived	Manual: This can only be selected by a TFAM staff member. This status is not actively used in our workflows at this time.
	Scheduled	Default: This means no appointment reminders have been sent via SMS or email. This is a default state after an appointment is scheduled.
	SMS Confirmed	Automated: Response by patient via SMS 2 days before appointment.

Visit Types

Visit Type	Appointment Mode	Duration
EPNP - Clinic	In Person	30 mins
EPNP - Telemed	Phone call	30 mins
Extended Follow up - Clinic - Adult	In Person	40 mins
Extended Follow up - Clinic - Child	In Person	40 mins
Extended Follow up - Telemed - Adult	Phone call	40 mins
Extended Follow up - Telemed - Child	Phone call	40 mins
FMLA	In Person	40 mins
FMLA - Telemed	Phone call	40 mins
Follow up - Clinic - Adult	In Person	20 mins
Follow Up - Clinic - Child	In Person	20 mins
Follow up - Telemed - Adult	Phone call	20 mins
Follow Up - Telemed - Child	Phone call	20 mins
IB Stim	In Person	30 mins
IH - First Follow Up - Clinic - Child	In Person	30 mins
IH - First Follow Up - Telemed - Child	Phone call	30 mins
KAP Training Eval	In Person	30 mins
Ketamine Tx	In Person	120 mins
NEW - Clinic - Adult	In Person	60 mins
NEW - Clinic - Child	In Person	60 mins
NEW - Telemed - Adult	Phone call	60 mins
NEW - Telemed - Child	Phone call	60 mins
Other Entity - Clinic	In Person	20 mins
Other Entity - Telemed	Phone call	20 mins
Parent Only - Clinic	In Person	40 mins
Parent Only - Telemed	Phone call	40 mins
Post-Discharge	In Person	30 mins
Provider 2 Provider Consult	Phone call	30 mins
Psychotherapy	In Person	60 mins
Spravato Initial	In Person	120 mins
Spravato Tx	In Person	120 mins
Transition of Care	In Person	40 mins
Telephone E&M	Phone call	30 mins

Published: May 5, 2021 by Scott Fisher | Updated Sep 29, 2025 @11:15 by Scott Fisher

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