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Documentation Index

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Emergency Notifications let you pause your regular appointment reminder schedule and send a one-time custom message to patients who are scheduled during a specific window. Use this feature when your clinic is unexpectedly closing — due to severe weather, a facility issue, or another emergency.
Use sparingly. Sending emergency notifications too frequently can cause your messages to be flagged as spam by mobile carriers. Reserve this feature for genuine disruptions.

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How It Works

When you activate Emergency Notifications mode, StrataEMR does two things:
  1. Suspends all regular automated appointment reminders for the duration you choose.
  2. Allows you to manually send a custom text and/or voice message to the affected patients — up to once per day.
Emergency notifications are not sent automatically. You must click Send Message or Place Calls to trigger each delivery. Patients affected are determined by how many days out from the current date you select — for example, selecting 3 days on a Tuesday targets patients scheduled Wednesday, Thursday, and Friday.
Text messages sent via Emergency Notifications do not allow patient replies. Patients cannot respond to the message. If two-way communication is needed, direct patients to your clinic phone number in the message script.

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Activate Emergency Notifications

  1. From the blue Menu Bar, select Setup.
  2. In the left column, select Patient Engagement.
  3. In the Current Reminder Mode dropdown, select Emergency Notifications.
  4. In the Days Out selector, choose how many days of scheduled appointments to include.
  5. In the Message Text field, type the text message script you want to send.
  6. In the Phone Script field, type the voice call script, if you also want to place calls. (Both fields are optional — fill in one or both depending on your reminder settings.)
  7. Click Save to apply your changes.
A Patients Affected list appears to the right. Review it to confirm the correct patients will receive the notification before sending.

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Send the Notification

Once your scripts are saved and you’ve reviewed the patient list:
  • Click Send Message to send the text notification.
  • Click Place Calls to send the voice notification.
Both can be triggered together or separately. Emergency notifications are limited to once per day — the buttons will not allow a second send within the same day.

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Return to Regular Reminders

When the disruption has passed and you are ready to resume normal appointment reminders:
  1. Return to Setup > Patient Engagement.
  2. In the Current Reminder Mode dropdown, select Regular Appointment Reminders.
  3. Click Save.
Do not forget this step. If you leave Emergency Notifications mode active after the disruption ends, your regular appointment reminders will not go out and patients will stop receiving their scheduled reminders.