MedAccess Status and Preference Codes

MedAccess Status and Preference Codes

Notification Statuses

ACM Alerts uses codes to indicate the outcome of notifications. These codes appear before the appointment reason in this format: <xx> appointment reason description. You can add this directly to the Appointment Reason field of an appointment.

For example, the first row shows that an event (i.e. appointment) received a confirmed notification . The second row indicates the follow-up appointment (F/U) notification status is , which is a custom status notification defined by the user (see below for notification status description).

Example: Notification Status in Appointment Reason

It’s also possible for a patient to have multiple appointments with different notification statuses. Here’s an example:

  • ✔Appointment 1: Confirmed with the patient (CF)
  • ✔Appointment 2: No answer, so the system left a message (LM)
  • ✔Appointment 3: Notification sent (RS), shown in gray to indicate it’s still tentative
  • ✔Appointment 4: Notification sent (RS), shown in blue because the appointment is confirmed
Example: Appointment Status Colors

Important: You can customize the color coding for the RS status to match your appointment workflow. This makes it easier to quickly identify an appointment’s status at a glance.

Note: Don’t change the status codes like CF, LM, or RS. The system depends on them to trigger reminders and track responses properly.

Note: When selecting a reason from the drop-down menu, keep the default description. You can add extra details after the pre-set reason if needed, but avoid editing the reason itself.

Code Status Bar Meaning
<RS> Notification Sent Gray or blue The notification has been sent out and is awaiting a response. 
<CF> notification Confirmed Yellow The notification has been confirmed 
<C1> Yellow

You can personalize the meaning of certain notification statuses to match how they appear in your notification messages. This means you can tailor the status to reflect the specific wording used in your notification templates.

Example: “Confirmed with test result”

Example: “Confirmed with Pacemaker”
<C2>
<NA>
No-answer (voice only)		 Gray

May mean a short call, or one that will be retried for other reasons. If the system left a “We’ll try later” message, the appointment will also show <NA>. 

This status may also be used on the final effort if the call is not answered, is busy, or cannot be “completed as dialed”
<PU> Picked-up no answer (voice only) Gray A person responded by pressing 1 to continue but did not confirm or cancel. 
<LM> Left Message (voice only) Gray The system left a message. 
{CA} Canceled N/A The system received a cancel response. The appointment will be removed from your calendar (marked as deleted)

 

Important Note: The color coding for the “notification sent” (RS) status can be customized. You can choose colors that best represent the different stages of your appointment workflow. This allows for quick and easy visual identification of each appointment’s status.

Note: Please don’t change the notification status codes (like “CF,” “LM,” or “RS”). Our system uses these codes to manage your appointment reminders.

Note: When selecting a reason for the appointment from the drop-down menu, don’t modify the pre-set description. However, feel free to add any extra information or details you need after the pre-set reason.

Notification Preference codes may be placed in the Patient Demographics Notes field or in the Appointment Editor page in York-Med Medical Desktop. 

Codes must be typed in CAPITAL letters exactly as shown below and may appear anywhere in the fields (i.e. beginning, middle of the other text, at the end).

For text notifications, the cell phone number must be set in the Cell field. Please ensure the contact method is imputed in the corresponding field (i.e. Home phone number in the home phone field).

Code Meaning
PR:N No notification
PR:V Voice to number found via the configured search order
PR:VH Voice to home number 
PR:VC Voice to cell number
PR:T Text message to number via the configured search order
PR:TH Text message to home
PR:TC Text message to cell
PR:TB Text message to business number 
PR:E Email notification

 

For example, if a default setting is to send voice calls, but a recipient prefers emails, enter the email preference code in the Notes field and the email address in the email address field.

 

Important Note: The color coding for the “notification sent” (RS) status can be customized. You can choose colors that best represent the different stages of your appointment workflow. This allows for quick and easy visual identification of each appointment’s status.

Note: Please don’t change the notification status codes (like “CF,” “LM,” or “RS”). Our system uses these codes to manage your appointment reminders.

Note: When selecting a reason for the appointment from the drop-down menu, don’t modify the pre-set description. However, feel free to add any extra information or details you need after the pre-set reason.

A daily report can be sent via email upon request. The report can be used to verify patient responses to each notification

Notification Status Attempt Code Meaning
Notification Sent RS The notification has been sent out and is awaiting a response
Notification Confirmed CF A ‘Confirmed’ response was received.
No-answer NA, NAS, NAB, NAM Generally means the call was not answered:

  • ✔The call was not answered (NA)
  • ✔The call was answered but the duration was too short (NAS)
  • ✔The call was not answered due to busy signal (NAB)
  • ✔The call encountered an answering machine and will be retried (NAM)

In the NAM case, the system left a short “We’ll try later” message.
Picked up no answer PU A person responded by pressing 1 to continue but didn’t confirm or cancel
Left message LM The system left a message (or at least tried to – answering machines can be tricky to work with).
Canceled CA The system received a cancel response.
Please Call PC The system received a please-call response. This usually means the patient wants the clinic to call and reschedule the appointment.

 

Important Note: The color coding for the “notification sent” (RS) status can be customized. You can choose colors that best represent the different stages of your appointment workflow. This allows for quick and easy visual identification of each appointment’s status.

Note: Please don’t change the notification status codes (like “CF,” “LM,” or “RS”). Our system uses these codes to manage your appointment reminders.

Note: When selecting a reason for the appointment from the drop-down menu, don’t modify the pre-set description. However, feel free to add any extra information or details you need after the pre-set reason.

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