Email Communications
What you'll learn: How to view email history, understand email categories, and track your practice's email communications.
Email Tracking
The system tracks emails sent from your practice:
- Appointment confirmations
- Reminders and notifications
- Internal team messages
- Patient communications
Accessing Email History
To view sent emails:
- Go to Communications
- Look for email metrics or click to access the list view
- Email history displays
Email Categories
External Emails
Messages sent to people outside your practice:
- Patient communications
- Appointment confirmations
- Reminder notifications
- Follow-up messages
Internal Emails
Messages between team members:
- Staff notifications
- Schedule updates
- Internal announcements
- Team communications
Email List View
The email list shows:
- Recipient — Who received the email
- Direction — Incoming or outgoing
- Date/Time — When sent
- Subject — Email subject line
- Preview — Beginning of the message
Filtering Emails
Narrow down the list:
By Category
- All — Show all emails
- External — Patient and outside communications
- Internal — Team messages only
By Date
- Select start and end dates
- Focus on specific time periods
- Default shows recent emails
By Search
- Type to search by email address
- Search by subject line
- Find specific communications
Email Metrics
On the analytics dashboard:
- Total emails — All emails in the period
- External count — Patient-facing emails
- Internal count — Team emails
Understanding Email Performance
Track how many emails are sent:
- High volume may indicate active patient communication
- Compare to previous periods
- Monitor for unexpected changes
Common Email Types
Appointment Confirmations
- Sent when appointments are booked
- Include date, time, and location
- May include preparation instructions
Reminder Notifications
- Sent before appointments
- Help reduce no-shows
- Configurable timing
Follow-Up Messages
- After appointments
- Thank you messages
- Care instructions
Email and Patient Records
Emails link to patient records:
- View emails in patient profiles
- Track all communications
- Maintain complete history
Privacy and Compliance
Email communications are:
- Logged for record-keeping
- Protected under privacy regulations
- Accessible based on role permissions
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