Add Location-Specific Instructions to Appointment Reminders

Use location instructions to include parking, entrance, check-in, or other facility-specific directions in appointment reminders. This allows you to use one shared reminder template while displaying different instructions based on the appointment’s location.

How it works

The @(location-instructions) smart value inserts the Instructions for patients saved on the location assigned to the appointment.

For example, appointments at one facility can include:

Free parking is available behind the building. Please enter through the north entrance.

Appointments at other locations will use their own instructions. If a location does not have instructions configured, the smart value will insert no text.

Set instructions for a location

1. Go to Configuration → Operational → Locations.
2. Find the location you want to update and select Edit.
3. Open the Details tab.
4. Enter the directions in Instructions for patients.
5. Select Save location.

Repeat these steps for each location that needs its own instructions.

Add the instructions to a reminder template

The location instructions will only appear if the reminder template contains the location-instructions smart value.

1. Open the appointment reminder template you want to update.

2. Add the following smart value where the instructions should appear:

   @(location-instructions)

3. Save the template.

For example:

Your appointment is at @(appointment-location) on @(appointment-date) at @(appointment-time).

@(location-instructions)

Recommendations

• Put @(location-instructions) on its own line so reminders still look natural when a location has no instructions.
• Do not add introductory wording such as “Parking instructions:” outside the smart value unless every location has instructions configured.
• Keep SMS instructions brief to avoid creating unnecessarily long text messages.
• Confirm that appointments are assigned to the correct location, since that assignment determines which instructions are inserted.
• Send a test reminder before using the updated template with patients.

Older configuration interface

If your organization uses the older configuration interface, go to:

Configuration → Locations → All Appointment Locations

Edit the location and update the Instructions for Patients field.