Accessing Notification Templates
Email and SMS Notification Templates can now be found in the side-navigation menu in My Organization > Notification Templates for those who are Provider Admin or an Office Staff
Creating Email Notifications
Click New Template to create a new email notification template and configure the following settings in order to start editing the template body:
- Type the name of the notification
- Tip: Append names with "- Virtual" or the name of physical location to which the notification applies. This will make it easier to find if you set up location-based notifications.
- Select a Notification Type from the dropdown.
- Select the Access Roles from the dropdown to whom the notification will be sent.
- Type a description of the notification (optional).
- Select the Location from the dropdown to where it will apply. By default this will be set to "All" locations.
- Select "Create a new Email Notification".
- Default copy will pre-populate.
- Create the notification.
- Click the Activate button for the template that you created.
Editing the template body
Typing in the text box as indicated by the red rectangle in the picture below will allow you to create your own template from scratch.
You can incorporate tags from the wordbank (blue rectangle) in your customized email template to ensure certain information is being pulled from the appointment details such as the patient's name, provider's name, access code for the session, etc. The following table shows what each tag will display in the email if selected:
|
Tag from Wordbank |
How Tag Appears in an Email |
|
account_access_number |
Account access number required for dial-in option only displayed on its own |
|
appointment_address |
Address of location will be displayed if in-person appointment, “Online” will be displayed if virtual appointment |
|
appointment_confirmation_button |
“Confirm” and “Cancel” buttons appears if patient portal enabled, allows patient to confirm/cancel their appointment in their patient portal
|
|
appointment_number |
Appointment number required for dial-in option displayed on its own
|
|
appointment_time |
Date and time of appointment displayed |
|
appointment_url |
If patient portal enabled, URL for login to patient portal to bring patient to page with appointment details |
|
brand |
Your organization name displayed |
|
brand_bridge_number |
Bridge phone number for dial-in option displayed on its own
|
|
check_in_minutes |
For check-in email notification template, which is currently deactivated |
|
current_user |
First name and last name of patient appointment is made for notifications that aren't appointment related -- i.e. waitlist notification |
|
dial_in_code |
Access code required for dial-in option displayed on its own
|
|
direct_questionnaire_url |
URL to webpage requiring access code to complete questionnaire form |
|
direct_video_url |
URL to webpage requiring access code to enter video session |
|
location |
Name of location displayed |
|
passwordless_access_code |
Only video session access code displayed |
|
passwordless_button_with_code |
Video session access code with “Join Session” button, displayed as follows: |
|
patient_name |
First name and last name of patient appointment made for appointments such as; confirm, reminder, reschedule, cancel etc. |
|
provider_name |
First name and last name of provider conducting appointment displayed |
|
questionnaire_access_code |
Only questionnaire session access code displayed |
|
questionnaire_button_with_code |
Questionnaire session access code with “Fill Out Questionnaire” button, displayed as follows:
|
|
reminder_hour |
For reminder emails, states number of hours before an appointment based on frequency setting for reminder emails |
|
view_appointment_button |
If patient portal enabled, “View Appointment” button provided to show appointment details in patient’s portal, displayed as follows: |
Note: Attaching / uploading images into the body of the email may not be seen by all receipients. This is not a bug, but a limitation of the email service or email application from where the user is loading the message (i.e. corporate email from the Apple Mail app, Gmail from a browser, Hotmail from a Browser, etc.). We do not suggest adding any additional images to the body of the email to ensure the recepients receive all intended instruction.
Tips on email formatting
- If using the Font Style button (
) for text header formatting, use Header 3 - 6 for titles. The Header 1 and Header 2 styles will look too large on the email notification. - If you like the formatting of an existing template, you can easily transfer the formatting (and exact text) to another template by copying HTML code and replacing the text on the Rich Text Editor
- To access the HTML code, click the "Code View" button
- Click into the email template textbox and select all the text in the box (CTRL+A on Windows)
- Copy and paste the text into another existing template in Code View
- Unselect Code View and change the text to suit the email notification type.
- To access the HTML code, click the "Code View" button
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