Reminders

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

• Appointment reminders are automatic emails, text messages, and in-app notifications sent to patients and providers before a visit. Admins set the channels and send times at Settings > Reminders. See Appointment Reminders for setup, timing, who receives them, and troubleshooting.
• Staff reminders are follow-up to-dos that staff create on the Reminders page. They do not message patients. Open Reminders in the main navigation to see and create them. The rest of this page covers staff reminders.

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

• 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

See Appointment Reminders troubleshooting.

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 Reminders — automatic reminders to patients and providers before a visit
• 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