💡 Appointment Filtering by Location & Treatment Name

Click here to watch brief tutorial video on how to setup Appointment Filtering by Location & Treatment Name

Whether you are sending a patient to the correct clinic location or sending specific pre-care instructions for a "Botox" treatment, the logic for filtering is exactly the same.

This guide explains the "Master Logic" used to segment your automations based on Location or Treatment Name.

The Concept: The "Appointment Title"

To understand how we filter, you first need to understand what JaneApp sends over to us. Every appointment comes with a specific Title structure:

Appointment Title = [Patient Name]  has [Treatment Name]  at [Location Name]

Because the Treatment and Location are both inside this one long sentence, we can use a "Keyword Search" to find exactly what we are looking for.

Step-by-Step Setup

Since we cannot always filter directly off the trigger in complex workflows, we use a simple 2-step process to "capture and check" the data.

Step 1: Capture the Title (The "Update Contact Field" Step)

Immediately after your Trigger (e.g., Appointment Status: Booked), we need to save the appointment title to the contact record so the system can read it clearly.

1. Add the action: Update Contact Field.

2. Select the field: Appointment Title (This is a custom field we created for you).

   Value: Select the merge tag for Appointment Title (usually {{appointment.title}} ).

   • What this does: It grabs the long sentence (Name + Treatment + Location) and temporarily saves it to the patient's file so we can look at it.

Step 2: The Filter (The "If/Else" Step)

Now that the data is saved, we can filter it.

1. Add an If/Else action.
2. Condition: Select Contact Details > Appointment Title.

3. Operator: Select Contains (Do NOT use "Is" or "Equal").

   Value: Type the specific keyword you are looking for.

   • For Location: Enter the unique name of the clinic (e.g., "Downtown Branch").
   • For Treatment: Enter the specific treatment name (e.g., "Massage").

⚠️ Crucial Rule: "Contains" vs. "Equals"

You must use the operator "Contains."

• Why? The Appointment Title is a long sentence containing the patient's name. If you use "Equals," the system looks for an exact match (e.g., does "John Doe has Massage" equal "Massage"?). The answer is No.
• "Contains" allows the system to scan the sentence to see if the word "Massage" exists anywhere inside it.

⚠️ Warning: Be Specific with Keywords

When choosing your filter words, be careful about "overlapping" words.

The "Pain" Example: If you have three treatments:

1. Back Pain
2. Neck Pain
3. Leg Pain

• If you filter for the word "Pain" -> The system will grab ALL THREE treatments (because they all contain the word "pain").
• If you filter for "Back Pain" -> The system will correctly grab ONLY the first treatment.

Best Practice: Always use the most specific, unique part of the treatment or location name to avoid mixing up your workflows.

Common Use Cases for This Logic

Now that you understand this filtering method, you will use it in three main areas:

1. Appointment Reminders: To send different parking instructions based on Location.
2. Google Reviews: To send the correct Google Business Link based on which Location they visited.
3. Reactivation: To send different "Come back" messages based on Treatment type (e.g., Reactivate "Massage" patients in 30 days, but "Dental" patients in 6 months).