Why Did I Get a "Missed Appointment" Notification After Checking In for My EMBODI Appointment?

We understand it can be confusing to receive a "missed appointment" notification, especially when you've already checked in for your appointment. If you experienced this recently, arriving a few minutes late but checking in, only to receive a missed appointment alert shortly after, there's a simple explanation related to how our systems communicate.

The Scenario:

Let's say, your EMBODI appointment was scheduled for 11:00 AM. You arrived at 11:12 AM and were successfully checked in by the clinic staff. However, at 11:15 AM, you still received an automated message indicating you missed your appointment.

The Explanation: Data Syncing

The EMBODI app relies on data synchronization with our primary patient management system (Genesis) to update appointment statuses. This synchronization process happens automatically every 10 minutes.

Here's how it can lead to the "missed appointment" message:

1. Appointment Status in Genesis: When you are checked in by clinic staff, your appointment status is updated in the Genesis system.
2. Scheduled Automation: The "missed appointment" automation is typically scheduled to send out at a specific time after the appointment was supposed to start (e.g., 15 minutes past the hour for an 11:00 AM appointment, meaning 11:15 AM).
3. The Sync Window: If your check-in occurred within the 10-minute window just before the missed appointment message was scheduled to be sent, our EMBODI system might not have received the updated "checked-in" status from Genesis yet.

Example Timeline:

• 11:00 AM: Appointment start time.
• 11:12 AM: You arrive and are checked in. This check-in status is now in Genesis.
• 11:10 AM: (Hypothetical sync time) The last data sync from Genesis to EMBODI occurred.
• 11:15 AM: The automated "missed appointment" message is triggered. Since the check-in at 11:12 AM hadn't been synced to the EMBODI system by the 11:10 AM sync, and the next sync might not occur until 11:15 AM or later, the system still perceived your appointment as "unconfirmed" at the time the message was sent.

Rest assured, if you were checked in by clinic staff, your appointment was successfully registered, and there's no need for concern. 

Key Takeaway:

If you check in for your appointment, even if you're a few minutes late, please disregard any subsequent "missed appointment" notifications that arrive shortly after. Your actual check-in status with the clinic is the definitive record.