Best Practice/Medical Director/Zedmed

How to enable an email stage

The email stage can be activated within your HotDoc Dashboard by changing your recall templates to a sequence that includes an email option. There are two sequences for clinical reminders and two sequences for results to choose from for both Recalls/Clinical Reminders & Results: 

Please note: If your clinic is not using Results, you will not see the Results sequences. 
 

1. In your HotDoc Dashboard, click on Recalls > Template Groups > Edit Template next to the recall you would like to edit the sequence for:
   
   Please Note: By default you'll be shown Clinical Reminders Templates. If your clinic is using Results, click the Results Templates tab to view your templates.
   
   
   
2. Click the drop box under Remind patients via to view the sequences, choose a sequence with an email stage.
   
   

3. The Recall Summary will now have an email step. Clicking Email allows you to view the email message that HotDoc sends to patients. The patient will need to click 'View message' in the email and enter their last name and DOB to view their health message.
   Note: The email message is not customisable.

   
   
   
   
4. Click Save, then Repeat steps for all other recall templates you would like to enable this sequence for:
   
   
   
   

How can I see if an email recall has sent to the patient? 

Once you have enabled the email stage to be apart of the sequence for your templates, you will see when we've attempted to send an email in the Recalls > Clinical Reminders or Results sections of the Dashboard. 

If we were not able to send an email because the patient's email address is missing, or invalid in their patient file in your practice software, or if they have opted out, this will appear in the Recalls > Summary section and in the Recalls > Clinical Reminders or Results  >'To Action' tab for you to action. 

To view recalls where an email has been queued or sent for a patient:

1. In the Recalls > Clinical Reminders or Results tab, click the 'All' tab. In the 'Attempts' column the '@' symbol represents email.
   
   
2. Select a patient's recall that is linked to a template with an email stage. Here you can see if an email has been queued or sent to the patient: 
   
   
   

To view recalls with a missing or invalid email address, or opted out status:

1. In Recalls > Summary you can see if you need to action recalls with an invalid mobile or email. This will also appear under Recalls > Clinical Reminders or Results > To Action tab. Click on the patients recall with the Invalid email status.  
   
   
   
2. If the patient's email is missing or invalid in their patient file, once you update this email in your practice software, we will automatically send the email to the patient. Alternatively, you can skip email and progress the recall by selecting another stage such as 'Remind by call or post', or you can leave a comment and 'Mark as done'. 
   
   
   
3. If the patient has opted out, progress the recall by selecting another stage such as 'Remind by call or post', or you can leave a comment and 'Mark as done'.