Articles in this section

Decommissioning Appointment Reminders for a Clinic

  • Updated

Background
Steps to Include
  Immediately executed if approved
  Official decommissioning deployment

Background

Below are high-level instructions on how to remove appointment reminders for clinics if they decide to no longer use it. For more information regarding the appointment reminder feature, see the overview internal article.

Steps to Include

This can be done in two phases, that way the clinic does not get unwanted reminder sent while we wait for intake for final approval and for Intrahealth engagement.

Immediately executed if approved

This step can be done before intake approval if approved by management. This will stop the reminders from sending immediately.

  1. Disable the System Task associated to this clinic. The task name/description should be eMessage Service "Twilio SMS - AAA" where AAA is the POS code.

  2. Deselect the checkbox associated to their Installed Service under Organisation > Preferences > Setup > eMessages

  3. For validation, just after the next expected runtime of the POS' scheduled task:
    • Check that the scheduled task is still status Disabled, and the Last Run Time has not just been updated to today's date.
    • Confirm no new entries for this clinic under the Control Centre > Manage > SMS Log module.
    • Confirm no new entry for this clinic in Stored Reports.

  4. Save out these instructions into a SOFT-DEACTIVATE sysconfig

Official decommissioning deployment

Do these steps after official approval to fully decommission appointment reminders for the POS:

  1. Notify/Create ticket with Intrahealth that the SMS line for this clinic is no longer required. Provide them the POS code, POS name, and the phone number stored for their Twilio eMessage Service. There is no cost for this work but a signed agreement is required for completion.

  2. Once the agreement is signed and the ticket is fulfilled, the following should be done (i.e.: add these to the sysconfig for FULL REMOVAL):
    • Update any valid POS' Registry Key for SMS_ENABLED to have a Date To. This date must be set to the past. Ideally it would be set to today (if the last job run for the clinic already happened), or yesterday's date. Another option is to delete the key(s) altogether, however the method above will allow us to keep track or re-enable it faster.
    • Delete the their Installed Service under Organisation > Preferences > Setup > eMessages

  3. After deployment steps:
    1. For validation:
      • Check that the scheduled task does not exist.
      • Log into the POS using a non-Sys Admin role account and visit Work Centre\Client Items. If done correctly, a popup should display entering the module, warning the user that this POS is not enabled for appointment reminder.
    2. For POS Notification: in a final email to the POS, remind them of the following:
      • If they wish to turn it on again, it will be a Change Request
      • They will still have access to Medical Record\Messages and Work Centre\Client Items
      • The "Send Reminder" checkbox will always be visible, but no matter the settings it will not trigger anything

    3. For Documentation Cleanup: update the internal Zendesk article that contains the table of active POS' details: Appointment Reminder Overview