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Customizing Email Notification Templates

Adracare Support
  • Updated

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:

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  1. 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.
  2. Select a Notification Type from the dropdown.
  3. Select the Access Roles from the dropdown to whom the notification will be sent.
  4. Type a description of the notification (optional).
  5. Select the Location from the dropdown to where it will apply. By default this will be set to "All" locations.
  6. Select "Create a new Email Notification".
  7. Default copy will pre-populate.
  8. Create the notification.
  9. Click the Activate button for the template that you created.
    mceclip2.png

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. 


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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

 mceclip2.png

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

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appointment_number

Appointment number required for dial-in option displayed on its own

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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

mceclip5.png

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

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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:

mceclip7.png

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:

mceclip8.png

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:

 mceclip9.png

 

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 (mceclip1.png) 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
    1. To access the HTML code, click the "Code View" button
      mceclip3.png
    2. Click into the email template textbox and select all the text in the box (CTRL+A on Windows)
    3. Copy and paste the text into another existing template in Code View
    4. Unselect Code View and change the text to suit the email notification type.

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