Email Sender Preferences

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You can set Halaxy to automatically use different email addresses depending on whether you are emailing an invoice, an appointment reminder, a booking confirmation, clinical notes, or just contacting a patient.

Once your preferences are set, automated emails will automatically use your preferred email addresses and manual "Send Email" fields will automatically pre-populate according to your preferences (the email sender can still be changed on an email-by-email basis).

Customising your email sender preferences is particularly useful if, for example, you want to send invoices from a generic address (such as a shared inbox for administration or accounting staff) but still retain a personalised email address for other purposes.

NOTE: If you have multiple practice groups, you can set a different contact email address for each practice group, as well as set different email sender preferences for each practice group.

Customing your email sender preferences

If you have Personal Access, you can set your own email sender preferences in the Personal > Profile page. In the Email Settings section, click Edit to make changes.

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If you have Full Access, you can set both your own as well as other users' email sender preferences in the Settings > General page. In the Email Settings section, click the Edit (pencil) icon to make changes. As a Full Access user, you can edit the Group Default preferences as well as add preferences for individual practitioners by clicking Add New.

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NOTE: Only practitioners can have individual email sender preferences. Administrators will use the Group Default settings when sending emails.

Email categories

Each heading in the Email Sender Preferences pop-up represents a different email category, with individual settings you can customise for that category. Categories are as follows:

Email categories

Practitioner Default Email Sender

These settings will be used for any emails that are not invoices, reminders, clinical notes or booking confirmations (for example, one-off emails to patients or bulk emails sent using the Campaigns feature)

Invoice Emails

These settings will be used to email invoices

Reminder Emails

These settings will be used to email appointment reminders

Clinical Note Emails

These settings will be used to email clinical notes

Booking Confirmations

These settings will be used to email booking confirmations

Email settings

Within each email category, you can choose different settings that apply only to that category:

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  • Type: In the drop-down menu, choose how emails are sent according to the following options:

    • Group Default: Emails will be sent according to the practice group's default settings. If "Group Default" is chosen at the Group level, emails will be sent from noreply@halaxy.com with the practitioner's contact email address used as the reply-to email address.

    • Send From Halaxy: Emails will be sent from noreply@halaxy.com. If no reply-to address is set, replies will go to the practitioner's default contact email address.

    • Practitioner Contact Email: Emails will be sent from the Contact Email set up in the practitioner's Personal > Profile page

    • Specified Email Address: Emails will be sent from a specific email address which you can enter

    • Practitioner Default: Emails will be sent according to the settings in the "Practitioner Default Email Sender" category (see above)

  • Reply-to email address: The address that replies to the email will go to. Type part of the email address and select the desired email address from the drop-down menu that appears, or click "Add as a new email address" to add a new email address and sender name. Only applicable if you selected the "Send From Halaxy" type.

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  • Email Sender: Set the email address you want to send emails from. Type part of the email address and select the desired email address from the drop-down menu that appears, or click "Add as a new email address" to add a new email address and sender name. Only applicable if you selected the "Specified Email Address" type.

  • Default CC email address: Set an email address that will receive a copy of emails sent. Type part of the email address and select the desired email address from the drop-down menu that appears, or click "Add as a new email address" to add a new email address and sender name.

  • Default BCC email address: Set an email address that will receive a copy of emails sent. Other recipients will not know that the BCC email address receives a copy. Type part of the email address and select the desired email address from the drop-down menu that appears, or click "Add as a new email address" to add a new email address and sender name.

Click Submit to save your changes.

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