How do I add a reminder for a patient if I’m using automated reminders?

When setup correctly, Animana’s powerful reminder functionality will automatically add a reminder to the patient file when you sell a product. For example, selling an annual vaccination will automatically create a reminder with a due date in one year’s time.

However, there will be times when you need to add a reminder to the patient file, when you’ve not sold a product. For example, when you register a new patient and need to remind them when their next vaccination is due. This article explains two ways to do this, to ensure the correct details are logged and the reminder is automatically processed with all your other reminders.

Before you start

This article assumes that you’re currently using automated reminders. For any reminder to be sent out in the automatic reminder process, it must have a “reminder group” and a “reminder notification” selected. If you aren’t currently using automated reminders please read the article How do I create Automated Reminders? on how to set this up.

Option 1: Adding a reminder to a patient file

This is the simplest way to manually add a reminder to a patient, but this does rely on your users completing all required information, including “reminder group” and “notification”. This will ensure that this reminder is automatically sent with your other (e.g. automatic product) reminders.

  1. Go to the patient file.
  2. Click on the dropdown menu and select “reminder”.

  3. Add a due date for the reminder. This is mandatory for including this reminder in the automatic reminders.
    You can do this either by entering the date manually in the field “due date” or by clicking   behind it and selecting a date. When you do not know the exact date but you know you want to remind in, for example, 38 days you can leave the due date as today’s date and use the field “remind period” (third field) and just enter the amount of days from today, i.e. ’38’.

  4. Select the type of reminder from the “reminder type” drop-down menu. The reminder type is visible in the patient file.
  5. Optional: In the “reminder text” field add the text that you want to be displayed with the reminder in the patient file. Make sure to enter information here if this field is used in your reminder templates, such as texts and emails.
  6. Select a “reminder group” from the dropdown list. This is mandatory for including this reminder in the automatic reminders.
  7. Select the correct “notification” from the dropdown list, to include this reminder in the automated reminder process. This is mandatory for including this reminder in the automatic reminders.
  8. Click Save.

Note: This option will require everyone in your practice to work meticulously. If someone forgets to add a “notification” setting to a manually added reminder, and you use automated reminders to send reminders to clients, then this reminder will never be sent! Also note that when the wrong reminder group is selected, the reminder will not be automatically overwritten or it could accidently overwrite another reminder.

Option 2: Adding a reminder to a patient file via a (combi) product

If you’re nervous that you or your users might forget to add all necessary information when manually adding a reminder to a patient you can create a product that they can book to a patient that will create a reminder with the correct reminder settings. This will ensure that this reminder will automatically be sent with your other (e.g. automatic product) reminders. By grouping these products into a combi product, it makes them easier for your users to find and apply to a patient.

Steps 1 and 2 below only need to be done once during setup. Step 3 then illustrates how to book a reminder product to a patient.

Option 2, Step 1: Create products with reminders

First, you need to create individual products for adding reminders. Create a product for each reminder period (for example: 1 month or 3, 6, 9 and12 months. Make sure that your reminder groups and notifications have been set up).

  1. Go to > Products > Products.
  2. Click Add Product. If you do not have access to this menu option, contact your practice administrator.
  3. Select a product group in the dropdown list that you want to create a reminder for.
  4. Enter a name to reflect this reminder, i.e. something like “Manual vaccination reminder 30 days”.
  5. Click Save.
  6. Click tab Reminder.
  7. Click New.

  8. Add the number of days after which the product is due again. In this example, the vaccination product is due again in ’30’ days. This means that the reminder needs be sent 30 days after adding it to a patient.

  9. Select the type of reminder from the dropdown list “reminder type”. The reminder type is visible in the patient file.
  10. Optional: Add the text that you want to be displayed with the reminder in the patient file in the field “reminder text”. Make sure to enter information here if this field is used in your reminder templates, such as texts and emails.
  11. Select a “reminder group” from the dropdown list. This is mandatory for including this reminder in the automatic reminders.
  12. Select a “notification” from the dropdown list. This is mandatory for including this reminder in the automatic reminders.
  13. Click Save.
  14. Go to Product Info tab.
  15. Set “hide in patient file” to yes. This will ensure that this product will not be displayed in the patient file or on an invoice.

  16. Click Save.

  17. Repeat steps 1-16 for different reminder periods, e.g. 2 months, 3 months, etc.

Option 2, Step 2: Create a combi product for adding a manual reminder

  1. Click Refresh or F5 to refresh the product database.
  2. Go to > Products > Combi Products.
  3. Click Add Combi Product.
  4. Enter a name to reflect this combi reminder, i.e. something like “Manual vaccination reminder”.
  5. Set “hide zero amounts” to yes.
  6. Set “items default checked” to no.
  7. Set “show name on invoice” to no.
  8. Click Save.

  9. Add all the products you created in step I. Select yes behind each product for “non chargeable product”. It should look something like this:

  10. Click Save (at the top).

Option 2, Step 3: Use your combi product to add a manual reminder

  1. Click Refresh or F5 to refresh the product database.
  2. Go to the patient file.
  3. Click Product.
  4. Click Choose product group to open the dropdown menu. Then select Combi products.

  5. Select your combi product in the list of results. Combi products are displayed with the code “c:” in front of their name.

  6. Select the reminder you want to add by ticking the box in front of it and click Add.
    As an example, if you are registering a new client and their animal’s annual vaccination is due in 6 months time, then you would book the “Manual vaccination reminder 180 days (6 months)”. This will add a vaccination reminder to the patient file that is due in 180 days. As this has been set up correctly, this reminder will be included in your annual vaccination automated reminder process and the client will be reminded automatically at the correct time leading up to the annual vaccination due date.

  7. Click Add at the bottom-left corner of this page.
  8. The selected reminder will be visible in the patient file and the product will be added as an uninvoiced item. As soon as you create an invoice, the product will no longer be visible in the patient file, it will not be printed on the invoice either.

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