Late Texts Configuration

Overview

Batch scheduling is used as an automated system — for example, caregivers can be texted if they fail to check in on a timely basis for their visits. Admins can also be texted when a caregiver is late to check in or out.

To set up batch scheduling of messages, there are usually 3 key aspects:

1. Set up the phone numbers or emails for the appropriate parties (caregivers, admins) and check the Visit Reminder box within the caregiver/admin profile.

2. Set up the appropriate Batch Scheduling option under Settings (this can be requested through support@ankota.com).

3. Wait a day for it to take effect, then try out the feature.

Note: The first 25 text messages per client are free of charge at Ankota; after this there is a standard billable rate (inquire for current pricing). Caregivers may be subject to SMS fees by their cellular provider depending on their plan.

Late Visit Closure

This feature sends notifications to any person(s), usually admins, with listed phone numbers when visits close late.

Send Late Email/Texts to Admin

This sends late visit texts with the worker's name to admins. A late notice email can be selected instead of a text (although this is rarely desired).

The message will read (for both SMS and Email):

• Subject: {Worker Name}

• Message: {WorkerName} has not clocked in for their visit with {PatientName} that was expected to start at {ExpectedArrivalTime}.

To add an administrator number to the list:

1. Select Settings.

2. Select Batch Scheduling.

3. Select the Book icon next to Send Late Texts to Admin.

4. Select Add SMS Number.

5. Add the phone number (e.g., 1234567899).

To add an admin email:

1. Select Message Type: Email.

2. Enter email addresses (separated by comma).

Texts to Worker

Late Visit SMS

Some customers want late visit texts for arrival to go out to caregivers. A late notice email can be selected instead of a text (although this is rarely desired). This will text caregivers if they are late to clock in and out, but only once. For example, if the caregiver is late upon arrival, there will be no text for late on departure.

Send Late Departure Text to Worker

Some administrators want late visit texts for departure only to go out to caregivers. This will send a late text reminder after a specified number of minutes from the scheduled departure time. The Visit Reminder box must be checked on the caregiver's profile next to the caregiver's phone number.

Note: If a caregiver or admin replies STOP, texts will no longer send to that recipient. To resume, go back to the last text message sent and reply START.