Wolf Status and Preference Codes

Wolf Status and Preference Codes

Notification Statuses

ACM Alerts uses codes to indicate the outcome of a notification, which are shown in the Appointment Details > Notes field. For example, the status in the notes field below indicates the appointment was confirmed {CF} and the confirmation code has been set.

Note: If a patient cancels their appointment, it will not be deleted from the scheduler. To delete the appointment, cancel the appointment using the WOLF interface. Once deleted, the appointment can be found in the Patient’s History. 

Code Meaning
[RS] Notification-Sent The notification has been sent out and is awaiting a response
[CC] Notification Confirmed The notification has been confirmed 
[NA] No-answer (voice only) This signifies that the confirmation is pending and the system will make future attempts to reach the recipient.  
[PU] Picked-up no answer (voice only) A person responded by pressing 1 to continue but did not confirm or cancel. 
[LM] Left Message (voice only) The system left a message (or attempted to – answering machines can be tricky to use)
[CA] Canceled The system received a cancellation response
[PC] Please Call

Note: this is disabled by default, please reach out to your account manager to enable it. 

 The system received a please call response. 

The specific meaning of the Please Call response depends on its template use. For example, this response can be used to indicate that the patient would like the clinic to call them to reschedule the appointment. 

To ensure patients receive appointment reminders through their preferred method, you can easily set their communication preferences in their record.

  1. Go to Patient Demographics: Open the patient’s record and find the “Demographics” section.
  2. Find the “Note” field: This is where you’ll enter the code to specify the patient’s preferred contact method. Important: Make sure you use the “Note” field, not the “Address” field.
  3. Add the preference code: Enter the code that matches their preference (e.g., “EMAIL,” “TEXT,” “VOICE”). Important:
  • ✔Type the codes in CAPITAL letters exactly as shown in the list of available codes.
  • ✔You can add the code anywhere in the “Note” field.
  • ✔If no code is added, the patient will be contacted using the default account method.
  • ✔The “Notification Preference” drop-down menu is not used for this; you must use the codes in the “Note” 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

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 that 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. The meaning depends on its use in the template. For example, this response can be used to indicate that the patient would like the clinic to call them to reschedule the appointment.

What’s Next?