This article covers the recommended configuration for an appointment outcome due workflow notification , the settings, values, and decisions needed to alert the allocated HCP and team manager when an outcome has not been recorded after an appointment.
For the step-by-step process of creating a workflow notification from scratch, see Set up a workflow notification.
⚠️Important: System Administrator access is required. Always configure and test in a non live environment before deploying to production.
Overview
Trigger event: Appointment outcome not recorded within the configured period
Recommended priority: Priority 2 Medium (outcome due) / Priority 1 High (outcome overdue by more than 24 hours)
Primary recipients: Allocated HCP, Team Manager
Activity code: APT_OUT_DUE
Recommended configuration
Use the following values when configuring the appointment outcome due notification in Message Generator:
Configuration item | Recommended value | Notes |
Activity Code | APT_OUT_DUE | Cannot be changed after saving choose carefully. |
Activity Description | Appointment Outcome Due To Do Notification | Displayed in the Message Generator Activities list. |
Action Type | TODOITEM | Delivers the notification to the recipient's To Do List. |
Summary Text | "Appointment outcome due for [PatientName] appointment on [AppointmentDate]. Please record outcome." | Maximum 150 characters. Include patient name and appointment date. |
URL | Link to Appointment Outcome screen with appointment ID parameter | Takes the HCP directly to the outcome recording screen. |
Priority | 2 (due) / 1 (overdue by more than 24 hours) | Use a condition on appointment date vs current date to differentiate. |
Condition | AmsAppointmentContact.Outcome IS NULL AND appointment date is before current date | Only fire if the outcome has not been recorded. Use a bespoke SQL condition for the date comparison. |
Recipients | Allocated HCP (from AmsAppointment.GenHCPCode) + Default User (Team Manager) | The primary recipient is the HCP who held the appointment. |
Trigger timing | End of appointment day / following morning | Use the Schedule Activity flag see below. |
Pop-Up Time | Not set | Pop ups are not recommended for this notification type. Reserve pop ups for Priority 1 urgent events. |
Scheduled vs immediate firing
For appointment outcome due notifications, the activity should be configured to fire at the end of the working day or the following morning. Not immediately when the appointment ends. This avoids sending a notification during the appointment itself.
To configure scheduled firing:
Set the Schedule Activity flag on the activity to enabled.
Configure the schedule to fire at the end of the working day or the following morning.
The condition (Outcome IS NULL AND appointment date before current date) ensures the notification only fires if the outcome has still not been recorded at the time of processing.
📌Note: If the HCP records the outcome before the scheduled firing time, the condition check will prevent the notification from being sent. No action is needed to suppress it.
Escalating overdue outcomes to Priority 1
To escalate notifications when an outcome has been overdue for more than 24 hours, create a second workflow activity with:
Code: APT_OUT_OVR
Condition: Outcome IS NULL AND appointment date is more than 24 hours before current date
Priority: 1 (High)
Summary: "⚠ Appointment outcome overdue for [PatientName] outcome not recorded. Urgent action required."
Run both activities on the same schedule. The conditions determine which fires based on how long the outcome has been outstanding.
Key Rio tables involved
Table | Relevant fields | Purpose |
AmsAppointment | GenHCPCode, AppointmentDate, SequenceID | Source of appointment and HCP data. |
AmsAppointmentContact | Outcome, ActualTime, ContactID | Check whether an outcome has been recorded (Outcome IS NULL = not recorded). |
GenToDoList | Summary, URL, Priority | Notification delivered to the HCP's To Do List. |