Set up combined reminders email

The combined reminders email lets you send a weekly email to your clients for upcoming and past due reminders based on settings you can customize for your practice.

See the following articles to learn more about how reminders work in Neo:

• Overview: Set up and manage reminders
• FAQs: Reminders, forms, and special actions
• FAQs: Email

Are you new to Neo?

If you're new to Neo, before you start using the combined reminders email, you'll follow these steps:

1. Review forms, including the Combined_Reminder_Email form (in Administration > Forms and Certificates under Reminder Reports). You can change the subject of the email, if necessary, add an unsubscribe link, and edit the template.
   IMPORTANT: The [patient_reminder_list_by_client] form variable must be included in the template in order for the combined reminder emails to send correctly.
   Tip: For multi branch practices. You can also add a branch specific message in the Reminder Message box. The [reminder_message] form variable must be included in the template.
2. Create or review reminders
3. Set up your combined reminders email (see below).
4. Manage special actions to add reminders to products, so reminders will be updated when you save a patient's consultation.

Are you already using reminders in Neo?

 If you're already using reminders in Neo, then you're almost ready to go! Before you start using combined reminders email, just do these quick checks:

1. Review the new Combined_Reminder_Email form (in Administration > Forms and Certificates under Reminder Reports).
2. You can change the subject of the email, if necessary, add an unsubscribe link, and edit the template.
   IMPORTANT: The [patient_reminder_list_by_client] form variable must be included in the template in order for the combined reminder emails to send correctly.
   Tip: For multi branch practices. You can also add a branch specific message in the Reminder Message box. The [reminder_message] form variable must be included in the template.
3. Set up your combined reminders email (see below).

Set up combined reminders email

Permission(s) required: System Admin

1. Click your name in the menu bar. Then, click Administration.
2. Click Reminders.
3. Click the Combined Reminders Email tab.
   Note: If you do not have System Admin permission, you will not see the Combined Reminders Email tab.
4. To enable combined reminders email, click the toggle.
   For practices with Vello enabled only. IMPORTANT: When Vello's automated medical service reminders are enabled for your practice, the combined reminders email toggle will automatically be disabled to avoid duplicate reminders being sent to clients. To learn more about Vello's medical service reminders, click the Help Center button in Vello, then locate and review the available resources.
5. Under Upcoming Reminders, select the cadence in weeks to send reminders that are coming due. You can pick up to three times. For example; if you want to send clients a reminder email two times, you could pick 3 weeks and 2 weeks and set the third drop-down to Off. The client will receive an email 3 weeks before and 2 weeks before the product or service is due.
6. Under Past Due Reminders, select the cadence in weeks to send reminders that are overdue. You can pick up to three times. For example; if you want to send clients a reminder email two times, you could pick 2 weeks and 3 weeks and set the third drop-down to Off. The client will receive a reminder email 2 weeks and 3 weeks after the product or service was due.
7. Under Scheduling, select the day of the week and the time to send your combined reminders email. 
   Note: If you have multiple branches in different time zones, the branch 1 time zone is used.
   Tip: Watch this demo to understand reminder send dates.
8. Under Reminders to Include, either select individual reminders to include in the combined email, or click Select All. You can also click Select All and then remove the ones you don't want in the combined email.
   This will stop individual automatic reminder emails from being sent. Individual automatic SMS reminders will continue to be sent.
9. Click Save.
   Note: You must select at least one upcoming reminder time and one past due reminder time AND at least one reminder before you can save your changes.

Remember: if you add a new reminder to your reminder list, you'll need to update the Combined Reminders Email window to include it. It won't automatically be added to the combined reminders email.