TDO-SMS

Mobile Messages into TDO

v.0.3

2/27/2012

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Table of Contents

Table of Contents _____________________________________________________ 2

1 INTRODUCTION _____________________________________________________ 3

2 REQUIREMENTS AND CONFIGURATION ________________________________ 4

2.1 Registering for TDO-SMS Service ____________________________________ 4

2.2 TDO-SMS Fees _____________________________________________________ 4

2.3 Third Step – Configuring TDO _________________________________________ 4 2.3.1. Entering TDO-SMS Authentication Information in TDO _____________________________ 4 2.3.2. Configuring TDO-SMS Privileges _______________________________________________ 5 2.3.3. Enabling Roles to Receive SMS Messages ________________________________________ 6

3 SENDING SMS – MESSAGE FORM ____________________________________ 10

3.1 Single Message Option ___________________________________________________ 11

3.2 Multiple Message Option _________________________________________________ 11

3.3 SMS Message Body _____________________________________________________ 14

3.4 SMS Predefined Messages ________________________________________________ 15

3.5 SMS Message Body for Single Recipient ____________________________________ 16

3.6 SMS Message Body to Multiple Recipients __________________________________ 20

4 RESTRICTIONS TO SENDING SMS MESSAGES __________________________ 22

5 PRICING ___________________________________________________________ 23

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1 INTRODUCTION

This document presents all necessary information to send an SMS via TDO.

With TDO-SMS you can, for example, send text messages to a single

phone, to multiple phones, and even create message templates using

tokens just like in the letter’s module. The possible recipients of SMS are

represented by specific roles present in TDO as listed below:

Patients: represent all patients registered in TDO.

Doctors: doctors registered in TDO as a doctor in the practice

(Program Setup Edit Doctor Information)

Referring Doctors: The TDO-SMS considers Referring Doctors all

doctors registered in TDO (Doctors Referring Doctors) with the

option “Referring” or “Both” option selected.

General Doctors: TDO-SMS considers General Doctors all doctors

registered in TDO (Doctors General Doctors) with the option

“General” or “Both” option selected.

Other Doctors: The TDO-SMS considers Other Doctors all doctors

registered in TDO (Doctors Referring Doctors) with the option

“Referring” or “Both” option, same to Referring Doctors.

Staff: can be anyone registered in TDO in the menu Administrative

Employee Information.

Single Phone: TDO-SMS allows you to send a message to a specific

number not necessarily associated to one of the roles.

Before sending a text message, TDO must be correctly configured.

Instructions on how to setup TDO to send SMS messages are described in

this document.

This document is structured as follows: 2 REQUIREMENTS AND

CONFIGURATION chapter presents necessary instructions to setup TDO to

send SMS; 3 SENDING SMS – MESSAGE F chapter explains how to send a

single SMS, multiple SMS and how to store templates and use these

templates, and finally the 4 RESTRICTIONS TO SENDING SMS M chapter

brings some troubleshooting information.

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2 REQUIREMENTS AND CONFIGURATION

2.1 Registering for TDO-SMS Service

In order to send an SMS through TDO, please contact TDO Technical

Support and request for the TDO-SMS Service.

TDO Technical Support would simply check the SMS checkbox in the

intranet to allow access to SMS.

2.2 TDO-SMS Fees

You will receive a bill from TDO on a monthly basis. The rate is $0.06 a

message for US messages and $0.15 for International users.

2.3 Third Step – Configuring TDO

2.3.1. Entering TDO-SMS Authentication Information in TDO

The first step is to log into TDO using an account with Full Access privileges.

Once logged in, go to Administrative Edit Doctor Information menu.

You may either have one TDO-SMS account for the entire office or one

account per doctor. For each doctor that registered for the service fill out

each particular TDO-SMS Login (SMS Login field), SMS Password (SMS

Password field) and TDO4Endo.com user (TDO4Endo.com User field), as

shows in Figure 1. If you chose to have one account for the entire office

even if you have multiple doctors you just need to fill out this information

for one doctor. The SMS Login and SMS Password is your TDO4Endo.com

Username and Password.

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Figure 1 - Doctor Configurations

2.3.2. Configuring TDO-SMS Privileges

The next step is to decide who will have permission in TDO to send SMS

messages. By default, only TDO user accounts with full access privilege

can send SMS messages.

If you would like staff members to have permission to send SMS messages

you must perform the following actions.

1. Go to Administrative Edit Control Table menu option and select the

tab Application Setting. Look for the SMS Staff option. To enable staff

members to send SMS messages, check the option “Allow Staff group to

send SMS” under the “SMS Staff” option.

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Figure 2 - Enabling TDO-SMS to staff members

2.3.3. Enabling Roles to Receive SMS Messages

Combined with the TDO-SMS feature, each role in TDO now has an option

that can be used to indicate if the person wants to receive SMS

messages/reminders or not. By default, all contacts (patients, doctors,

staff members and referring/general doctors) are set to not receive

messages. For the messages to be sent to anyone, an option needs to be

checked in TDO. The objective is to avoid messages being sent to

someone that does not want to receive them.

To make sure a person is capable of receiving SMS message please go to

that person’s role form and check the Allow SMS option. Below is a list of

areas for each role:

For the Referring Doctors, General Doctors and Other Doctors roles

go to Doctors Referring Doctors menu and select the “Send SMS”

(Figure 3).

To enable the doctors of the practice to receive SMS message you

must go to the Administrative Edit Doctor Information and check

the “Send SMS” option (Figure 5Figure 1).

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To enable a patient to receive SMS messages and reminders, go to

the main patient form on the main page and select the “Send SMS”

option (Figure 6).

To enable office staff to receive SMS messages go to the form

located in Administrative Employee and select the option “Send

SMS” (Figure 7).

Each person that will be receiving the SMS message must have a valid

mobile (including area code) and must have the SMS service enabled in

his or her cell phone (usually that is set by default in the carrier). Figure 3 -

Referring Doctor that allows SMS presents a referring doctor that is

capable of receiving SMS. Figure 4 - Referring Doctor that does NOT allow

SMS presents a doctor that is not able to receive SMS.

Figure 3 - Referring Doctor that allows SMS

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Figure 4 - Referring Doctor that does NOT allow SMS

Figure 5 – Send SMS option in doctor‟s form

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Figure 6 – Send SMS option in patient‟s form

Figure 7 - Send SMS option in staff's form

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3 SENDING SMS – MESSAGE FORM

To send an SMS, go to the “Front Desk Menu”, select the “TDO Text

Message” menu item, then the “Send TDO Text Message”. Figure 8

presents the Send Message form.

Figure 8 – The Send Message Form

First you must select the doctor who is sending the text message. Only

doctors correctly configured in the Requirements and Configuration

chapter will be listed in the “Doctor SMS Account” drop down. The Send

Message form will not open if none of the doctors are configured to use

the SMS services.

On the bottom of the form the number of credits for the selected doctor is

displayed.

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Next you must select the recipient of the message. You have the option to

send a message to a single or to multiple recipients.

3.1 Single Message Option

The single message sends an SMS to a mobile phone that is not necessarily

registered in TDO. By selecting the Single Message option, the “Mobile

Phone” field becomes visible so you can input the phone number. Enter

the mobile phone number including the area code, entre the message

and press the Send button. The message will be sent to the TDO-SMS

servers to be delivered to the user.

3.2 Multiple Message Option

The Multiple Message option sends a SMS messages to one or more

recipients registered in TDO. Once you select the Multiple Messages

option all the controls in the “Multiple Recipients” area in the form

become enabled except for the Start and End Dates. These specific

controls become enabled based on the Date Filter selected, No Filter,

Appointment Filter or Birthday filter, which will be explained later.

First, select the roles that will receive the SMS: Doctors, Patients, Staff,

Referring Doctors, General Doctors and Other Doctors are all the roles

that TDO-SMS recognizes.

The second step is to select the Filter Type. The filter is used to select the

recipients of the messages based on specific criteria. You may select the

“No Filter”, “BirthDate” or “Appointment” filters Type.

If you select “No Filter”, the search result will return all records that

match the roles selected in the “Target Roles”. For example, if you

select “No Filter” and check the “Patients” role, all patients with a

mobile phone number that have opted to receive SMS messages

will appear in the result area. Figure 9 shows an example of a

search for the Patients and for the Doctors role;

If you select the “BirthDate” filter type, the search result will return all

records from the roles selected in the “Target Roles” whose

birthdates are within the Start and End Date. If the role has no

birthday, it will not appear in the search result. Figure 10 shows an

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example of a search for the Patients, Doctors and Referring Doctors

roles with birthdates between 04/01/2008 and 08/31/2008.

If you select the “Appointment” filter type, the search result will

return all records from the roles selected in the “Target Roles” that

are associated to an appointment that falls within the Start and End

Date defined. For example, the “Patient1”’s referring doctor is

“ReferringSMS Doctor”. If there’s an appointment for “Patient1”

scheduled to happen on 06/01/2008 and assigned to doctor

“Doctor1”, the search result will return the “Patient1” (the patient of

the appointment), “Doctor1” (the Doctor of the appointment), and

the “ReferringSMS Doctor” (the referring doctor of the Patient1). No

“Staff” entries are returned as a result of a filter based on

appointment. Assuming you want to send reminders to your patients

only, select only the Patient checkbox, select the “Appointment”

filter type and select the range of the dates (ex: for all

appointments that will happen next week select the first working

day of the week in Start Date and the last working day of the week

in End Date – all patients that with appointments in the specified

dates and that had opt to receive SMS reminders will be listed).

Figure 11 shows the example of the search for Patient1.

Figure 9 - Search Patients and Doctors with No Filter Type

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Figure 10 - Search for Patients, Doctors and Referring Doctors with BirthDate Filter Type

Figure 11 - Search for Patients, Doctors, Referring Doctors and General Doctors with

Appointment Filter Type

In the search results, you can select the contacts that will receive the

messages by checking the option “Send SMS?”. In the example above,

the “GeneralSMS Doctor” entry would not receive the message.

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After doing the search and selecting the records that will receive the

messages, you need to write the message or select a predefined

message. The following section 3.3 SMS Message Body guides you on how

to write the message body or select a pre-defined message.

3.3 SMS Message Body

You can set the Message Body using two options: by writing the message

directly in the “Message” field or by selecting a Predefined message.

Predefined messages are like letters template. They are stored in TDO so

you do not have to retype messages you send frequently (ex: patient

appointment reminders).

In both cases, you can select tokens to be used in the message. The

tokens in TDO-SMS work just like the tokens in the letters module – when

the message is sent the tokens get replaced by actual values from TDO

records. This allows you, for example, to send the proper appointment

information to multiple patients at once.

The tokens available in TDO-SMS are listed below:

a) DOCTOR TOKENS:

<<DoctorFullName>>: this token is replace by the field “Full

Name and Title” from the Doctor Information (Administrative

Edit Doctor Information);

<<PracticePhone>>: this token is replaced by the “Practice

Phone” of the Control Table (Administrative Edit Control

Table). The Practice information is the billing practice of the

doctor. This one can be set in the field “Billing Office” from the

“Administrative Edit Doctor Information”;

<<PracticeAddress>>: this token is replaced by the “Practice

Street Address 1” of the Control Table (Administrative Edit

Control Table). Also only appears if there’s a practice set in

the field Billing office of the selected doctor;

b) PATIENT TOKENS:

<<PatientFirstName>>: this token is replaced by the field “First

Name” of the Patient Tab.

<<PatientLastName >>: this token is replaced by the field “Last

Name” of the Patient Tab.

<<PatientDOB>>: this token is replaced by the field “Birth

Date” of the Patient Tab.

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<<NextAppt>>: Overall, it will display the date and time

information of the next appointment. Please notice that this

field is replaced in two different manners, depending on the

target option. Please refer to section 3.5 SMS Message Body

for Single Recipient, to know how this field is filled out when

target option is Single Message. Refer to 3.6 SMS Message

Body to Multiple Recipients to know how this field is filled out

when the target option is the Multiple Message;

<<RefDocFirstName>>: this token is replaced by the field “First

Name” of the Referring Doctor of the Patient;

<<RefDocLastName>>: this token is replaced by the field “Last

Name” of the Referring Doctor of the Patient;

<<RefDocFullName>>: this token is replaced by the field

“Name for Reports” of the Referring Doctor of the Patient;

<<RefDocDOB>>: this token is replaced by the field “Birth

Date” of the Referring Doctor of the Patient;

c) STAFF TOKENS:

<<StaffFirstName>>: this token is replaced by the field “First

Name” of the Employer;

<<StaffLastName>>: this token is replaced by the field “Last

Name” of the Employer;

<<StaffDOB>>: this token is replaced by the field “DOB” of the

Employer.

These tokens can be manually inserted into the “Message” field, although

it’s recommended to have predefined messages with these tokens. The

section 3.4 SMS Predefined Messages explains how to add a predefined

message.

3.4 SMS Predefined Messages

TDO-SMS allows you to store messages that you frequently send

containing tokens or not. To add a predefined message, click on the

“Add Predefined” button. The “Customize Messages” form will pop up:

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Figure 12 - Add a Predefined Message

You will need to set the Template Name and enter the message in the

Message Body field. If you want to add a token to the message double

click on one of the available tokens. You will notice that it will be added

exactly where the cursor is located.

To edit a predefined message, select it in the “Send Message” form, and

click on the “Edit Predefined” button. The selected predefined message

will open in the Customize Messages form to be edited.

The maximum message length is 135 characters so it is recommended

that you take under consideration the fact that the tokens will be

replaced by actual text when sending the message. Messages longer

than 135 characters may be truncated by the carriers.

3.5 SMS Message Body for Single Recipient

When writing a message to a single recipient, you will see the final

message in the “Preview” field. You can either write the contents in the

“Message” field or select a predefined message.

If you write a message including tokens or select a predefined message

with tokens, all those related to a Doctor (<<DoctorFullName>>,

<<PracticePhone>> and <<PracticeAddress>>) are replaced by the

doctor selected in the combo “Doctor SMS Account”, and all tokens

related to a patient (<<PatientFirstName>>, <<PatientLastName>>,

<<PatientDOB>>, <<NextAppt>>, <<RefDocFirstName>>,

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<<RefDocLastName>>, <<RefDocFullName>> and, <<RefDocDOB>>) are

replaced by the patient currently selected in the TDO patient form. The

token <<NextAppt>> is replaced with the information of the next

appointment.

Let’s consider that the following patient is selected in TDO:

First Name: Patient1First;

Last Name: Patient1Last;

BirthDate: 01/03/1988

Next Appointment after the current date: 06/06/2008 2:00:00 PM

Patient Ref. Doctor Last Name: Doctor

Patient Ref. Doctor First Name: ReferringSMS

Patient Ref.Doctor Name for Reports: Dr. ReferringSMS Doctor

And the Doctor selected in the field “Doctor SMS Account”:

Doctor First Name: First

Doctor Last Name: Last

Doctor Full Name and Title: Dr1 Full Name and Title

Practice Address: Doctor Address;

Practice Phone: 987654321;

Verify how the messages are generated using the examples:

PREDEFINED MESSAGE PREVIEW MESSAGE

#1

Hi, <<PatientFirstName>>

<<PatientLastName>>,

You have an Appt: <<NextAppt>>.

Ref. Dr.: <<RefDocFirstName>>,

<<RefDocLastName>>

Ref. Dr. Full Name:

<<RefDocFullName>>

Hi Patient1First Patient1Last,

You have an Appt: 06/06/2008 2:00:00

PM.

Ref. Dr.: Doctor, ReferringSMS

Ref. Dr. Full Name: Dr. ReferringSMS

Doctor

#2

Hi <<PatientFirstName>>

<<PatientLastName>>,

Happy BirthDay: <<PatientDOB>>

Hi Patient1First Patient1Last,

Happy BirthDay: 01/03/1988

#3

This is the Main Doctor:

<<DoctorFullName>>

His Practice:

<<PracticeAddress>>,

<<PracticePhone>>

This is the Main Doctor:

Dr1 Full Name and Title

His Practice:

Doctor Address, 987654321

#4 This is a message with no token.

Please check it.

This is a message with no token. Please

check it.

#5 This is a wrong token: <<PatientFirst> This is a wrong token: <<PatientFirst>

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In the Message #4, there are no tokens, so it will be sent like it was written

in the “Message” field; in the Message #5, there’s a missing „>‟ in the

token, so it will not be replaced for the First Name of the current patient.

The Figure 13 to Figure 17 shows these messages generated in the

Message form.

Figure 13 - Single Message, example 1

Figure 14 - Single Message, example 2

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Figure 15 - Single Message, example 3

Figure 16 - Single Message, example 4

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Figure 17 - Single Message, example 5

3.6 SMS Message Body to Multiple Recipients

Similarly to single recipients, for multiple recipients you can either write a

text in the “Message” field or select a predefined message. The final

message will be displayed in the “Preview” area. However, the preview

will show only if you have a row selected in the Result area. The preview is

based on two items: the Filter Type and the Role of the selected row of the

search result. If you select a token that is associated to a role and the

selected entry does not belong to that role, the token will appear blank in

the message.

IMPORTANTE NOTE: the tokens <<RefDocFirstName>>,

<<RefDocLastName>>, and <<RefDocFullName>> are the same for

Referring Doctor, General Doctor and Other Doctor. For example, if these

tokens are present in the Message field and the role of the selected row is

a general doctor, these tokens will be replaced with the information of the

general doctor.

The rules are different when the Filter Type selected is the Appointment

option. In this filter type, an additional column is added in the search result

that displays the date of the appointments. The tokens will be replaced

with information from the Appointments (date and time). The tokens

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related to the “Doctor” role are filled based on the information of the

doctor of the appointment; the tokens related to “Patients” are filled

based on the patient of the Appointment; the tokens related to “Referring

Doctors”, “General Doctors” and “Other Doctors” roles are filled based on

the referring, general and other doctors of the patient of the

appointment; and finally the tokens related to the “Staff” role are not

applied in this filter type.

Note that messages are sent to all of those selected in the Results area so,

when writing a message, please make that you take under consideration

the roles you selected in the search.

The table below shows some examples of messages:

Appt Target

Role

MESSAGE FINAL MESSAGE

#1 Patient

Hi, <<PatientFirstName>>

<<PatientLastName>>,

You have an Appt: <<NextAppt>>

Ref. Dr.: <<RefDocFirstName>>,

<<RefDocLastName>>

Ref. Dr. Full Name:

<<RefDocFullName>>

Hi Patient1First Patient1Last,

You have an Appt: 12/10/2008

11:00:00 AM

Ref. Dr.: Doctor, ReferringSMS

Ref. Dr. Full Name: Dr. ReferringSMS

Doctor

#2 Patient

Hi, <<PatientFirstName>>

<<PatientLastName>>,

You have an Appt: <<NextAppt>>

Ref. Dr.: <<RefDocFirstName>>,

<<RefDocLastName>>

Ref. Dr. Full Name:

<<RefDocFullName>>

Hi Patient1First Patient1Last,

You have an Appt: 12/15/2008

2:00:00 PM

Ref. Dr.: Doctor, ReferringSMS

Ref. Dr. Full Name: Dr. ReferringSMS

Doctor

#2 General

Doctor

Hi <<RefDocFirstName>>

<<RefDocLastName>>

You have an Appointment on

<<NextAppt>> with the patient

<<PatientFirstName>>

<<PatientLastName>>

Hi General SMS Doctor

You have an Appointment on

12/15/2008 2:00:00 PM with the

patient Patient1First Patient1Last

#1 Doctor

Hi <<DoctorFullName>>

There’s an appointment to

<<PatientLastName>>,

<<PatientFirstName>> on

<<NextAppt>>

Hi Dr1 Full Name and Title

There’s an appointment to

Patient1First Patient1Last on

12/10/2008 11:00:00 AM

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4 RESTRICTIONS TO SENDING SMS MESSAGES

Here are some restrictions/troubleshooting when sending a SMS:

Because we must enter the country code of the phone, the TDO

SMS will add the country code of the Doctor selected in the

“Doctor SMS Account”. Due of this restriction, all the messages must

be sent to Mobile Phones of the same country of the “Doctor SMS

Account”;

The maximum length of the message is 135 characters. If the

message length becomes bigger than 135 characters the

character counter (on the bottom left) becomes red. Please refer

to Figure 18 - Message Length exceeded. Messages may be

truncated if they are sent with more than 135 characters.

Figure 18 - Message Length exceeded

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5 PRICING

You will receive a bill from TDO on a monthly basis. The rate is $0.06 a

message for US messages and $0.15 for International users.