System allows you to create the appointment email message type from administration - > correspondence menu. After creating the message type in the system, you will need to add a message template for the newly created message type.
- Step 1: Create a Message Type
- Step 2: Create Templates for the Message Type
- Step 3: Setting the Default Template to use
- Step 4: Enable the Message Type
Step 1: Create a Message Type:
To create a Message Type:
- Click Administration.
- Select Correspondence from the menu.
- Select Message Types.
- The Message Types screen will display.
- Select the New button at the top of the screen.
- Complete fields using the table below as a reference.
- Click Create Message Type.
Field | Description | Examples |
Category | Choose to either create: Patient Email Message : This is a message type that does not relate to an appointment and is for the patient. Messages of these types can be triggered to send on some system event, or they can be sent via the Patient Correspondence > New Email screen. Appointment Email Message: This message relates to an appointment and can be triggered to send upon the creation of the appointment (or a specified minutes of time after creation). It can also be sent as a reminder a set period before the appointment occurs. | Patient Email Message Appointment Email Message |
Code | A unique name for the Message Type | e.g. Appointment reminder email |
Description | A general description for the Message Type | e. g: Appointment reminder |
Step 2: Create Templates for the Message Type
Once the Message Type has been created, you need to create email template that can be sent out to patients.
- Template are sets of commonly used blocks of text that is used in a Email message to a patient.
- Templates are version controlled - the latest version will always be used by default.
- Templates have to be Approved before they become live.
To add a Template:
- From Administration,
- select Correspondence from the menu.
- Select Message Types sub-menu item, the Message Types screen will display.
- For the Message Type you just created, select Templates button.
- Select New button.
- Complete fields using the table below as a reference.
- Select Create Correspondence Template button.
- This will return you to the main screen, select Approve button to activate the changes.
Field | Description | Example |
Code | Code for the template | example: Consultation email reminder |
Description | Description of the Email template | example: Appointment Reminder - Consultation |
| Subject | Email Subject | example: Appointment reminder email |
Body | Email Message text, User can use the substitution variables in the email body to populate a certain information from the system. such as: ·patient first name, ·patient last name, ·appointment time, . appointment locationetc. | example: <p> Hi,<br /> Your appointment is booked for on at,.</p> <br /><br /> Regards,<br /> |
Step 3: Setting the Default Template to use
After adding the Template, you must set the default template for the Message Type. If this is not done, then the Email will not appear in the list of available Email messages to send to a patient.
- Click Administration.
- Select Correspondence from the menu.
- Select Message Types.
- The Message Types screen will display.
- For the Message Type you just created, select Edit button.
- The Edit Message type screen will display.
- in the field Default Template, using the drop down, select the Template you just added from the list.
Step 4: Enable the Message Type
Once you have set the default Template, you need to Enable the Message Type. This will make it appear for users to select as a Message Type.
- Click Administration.
- Select Correspondence from the menu.
- Select Message Types.
- The Message Types screen will display.
- For the Message Type you just created, select the Enable button.
- The Message Type is now enabled and ready for use.
Updating a Template
If you wish to update a Email message template that is being sent to patients:
- Click Administration.
- Select Correspondence from the menu.
- Click Message Types.
- For the Message Type you just created, click Templates.
- Click Edit.
- Make any changes.
- Click Update Correspondence Template.
- Click Approve - this will make it live - Without approving the new version of the message will not be used.
