Reminders

CareLaunch has two reminder tools. They are configured in different places.

• Appointment reminders go out to patients and providers before a visit. Admins set the channels and times at Settings > Reminders, which is its own settings page.
• Staff reminders are follow-ups that staff create on the Reminders page. Open Reminders in the main navigation to see and create them.

Appointment reminders (Settings > Reminders)

Settings > Reminders controls automatic messages before an appointment. Each channel has an on/off switch and one or more send times. You can select more than one time per channel. The booking confirmation is sent on its own, so "immediately" is not one of the reminder times.

Channel	Default
Email	On. 24 hours before.
SMS	On. 2 hours before.
In-App	Off. 1 hour before is selected if you turn it on.

Times you can choose for any channel:

• 15 minutes before
• 30 minutes before
• 1 hour before
• 2 hours before
• 4 hours before
• 24 hours before
• 48 hours before
• 1 week before

A saved change applies to appointments booked or rescheduled after you save. Reminders already scheduled for an existing appointment keep the times that were in effect when it was booked. Rescheduling that appointment schedules its reminders again with the current settings.

These appointment reminders are separate from the Max Reminders limit on Settings > Scheduling > Confirmation. That limit counts confirmation reminders sent when a patient has not confirmed. It is hidden while patient confirmation is marked Coming soon. See Appointment Scheduling.

Staff reminder list

The Reminders page lists open reminders. Three counts sit in the header. They describe the reminders currently loaded, so they follow Show only my reminders when that box is checked.

Count	What it includes
Total	Open reminders in the current list
Overdue	Open reminders whose due date and time is already past
High Priority	Open reminders whose priority is Urgent or ASAP

High Priority counts priority, and only two of the four priorities:

• Urgent and ASAP are included.
• STAT is left out, even though it is the highest priority on the form.
• Routine is left out.
• A past-due reminder is included only when its priority is Urgent or ASAP. The Overdue count is separate.

ASAP is the default priority on a new reminder, so a new reminder is included in High Priority unless you choose STAT or Routine.

Creating a reminder

1. Click New Reminder
2. Choose a type: Appointment, Follow-up, Lab Result, Medication, Documentation, or Task
3. Enter a title and a description
4. Set the priority: STAT, ASAP, Urgent, or Routine
5. Set the due date
6. Choose a category
7. Optionally enter a patient name and patient ID
8. Click Save Reminder

Categories you can save on a reminder:

Category	Notes
Administrative	Default for a new reminder
Clinical
Patient Care
Billing
Follow-up
General	Also shown on a reminder that has no category stored

The type (Lab Result, Medication, and so on) is separate from the category. Choosing the Lab Result type does not set the category to Lab Results.

Priority on the card

The chip on a reminder shows the priority name, colored by urgency. An overdue reminder shows Overdue in red instead of the priority name.

Priority	Chip text	Chip color
STAT	STAT	Red
Urgent	Urgent	Red
ASAP	ASAP	Amber. ASAP is the default priority.
Routine	Routine	Green
No priority set	Normal	Gray

That display is not the same rule as the High Priority count. The count includes Urgent and ASAP, and leaves STAT out.

Finding a reminder

• Search matches the title, description, or patient name.
• Show only my reminders is on by default. It appears when your account is linked to a provider, and it limits the list to reminders assigned to you. The label shows how many of the loaded reminders are yours.
• Filter is a dropdown.

Filter	What it keeps
All Reminders	No extra filter
Overdue	Due date and time already past
High Priority	Priority is Urgent or ASAP. Same rule as the header count. STAT is not included.
Patient Care	Category is Patient Care
Administrative	Category is Administrative
Lab Results	Looks for a category named Lab Results
Medications	Looks for a category named Medications
Documentation	Looks for a category named Documentation
Appointments	Looks for a category named Appointments

note

The filter matches the category text. Lab Results, Medications, Documentation, and Appointments are types, and the form never saves those words as the category, so those four filters come back empty. The categories a reminder can use are Administrative, Clinical, Patient Care, Billing, Follow-up, and General. Of those, the dropdown only has Patient Care and Administrative.

What happens to a reminder

The list shows open reminders. Mark as Complete marks one complete and removes it from the list. To remove a reminder instead, open it, click Delete, and confirm.

Best Practices

• Turn on the appointment-reminder channels you actually want under Settings > Reminders. Email and SMS are on by default.
• On the staff list, use STAT for work that cannot wait. STAT is omitted from the High Priority count.
• Use Routine when a follow-up should stay out of the High Priority count.
• Review the Overdue count daily. Clear the search and set the filter to All Reminders before you decide something is missing.

Troubleshooting

Appointment reminders are not sending

1. Open Settings > Reminders and confirm the channel is on and has at least one time selected
2. Confirm the patient has an email address or a phone number for that channel
3. If the appointment was booked before you changed the times, reschedule it so the new times are applied

A staff reminder is missing from the list

1. Uncheck Show only my reminders
2. Clear the search box
3. Set the filter to All Reminders. Lab Results, Medications, Documentation, and Appointments filter on category names the form does not save.
4. Refresh the page

Related Documentation

• Appointment Scheduling — organization scheduling settings, including confirmation reminders and Max Reminders
• Notifications — delivery channels and per-person preferences
• Appointment Reminders Report — which appointment reminders were scheduled and delivered
• Tasks — task work that is separate from this reminder list

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Last updated: October 2026