Set email sender preferences

Who can do this?

  • All users and access levels: Can set their own preferences

  • Full Access: Can set preferences for other users

Running a healthcare practice can entail sending different kinds of emails – from invoices to reminders to booking confirmations. By setting Halaxy to automatically use different email addresses for different actions, you can organise your emails according to each purpose.

Once your preferences are set, automated emails use your preferred email addresses and all email address fields automatically pre-populate according to your preferences. With non-automated emails, the email sender can still be changed before sending.

Tip

Customising your email sender preferences is particularly useful for instances such as 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 belong to multiple practice groups, you need to set your email sender preferences for each practice group.

Overview

When setting your email sender preferences, you assign an email address to a specific category of email.

These are the different categories to assign an email address:

Email-Sender-Preferences-01.png
  • Invoice Emails: Sends invoices to patients, contacts or organisations.

  • Reminders: Sends appointment reminders to patients.

  • Clinical Note Emails: Sends clinical notes to patients, contacts or organisations.

  • Booking Confirmation Emails: Sends confirmations to patients for their online bookings.

  • Practitioner Default: Sends any email that is not any of those listed above. This includes one-off emails, patient intake forms or bulk emails using the Campaigns feature.

For each category, you can assign the following email addresses:

Email-Sender-Preferences-03.png
  • Type: Select the type of email address to use for sending the email.

    • Group Default: If you are setting the Group level preferences, Group Default sends emails from noreply@halaxy.com. If you are setting practitioner level preferences, Group Default sends emails from the same email address for the category according to the Group preferences.

    • Send from Halaxy: Emails for this category are sent from noreply@halaxy.com. If no reply-to email address is set, all replies will go to the default contact email address.

    • Practitioner Contact Email: Emails for the category are sent from the practitioner's contact email set in their practitioner profile.

    • Specified Email Address: Emails for this category are sent “from Halaxy on behalf of” an email address you then specify. (Note: You cannot use a Yahoo address.)

    • Practitioner Default: Emails for this category are sent according to the same settings for Practitioner Default Email category.

  • (Optional) Reply-to email address: The email address that receives replies to emails under this category. Available only if the sending email address is not Group Default.

  • (Optional) Default CC email addresses: Any email address that receives a copy of emails you send under this category. For multiple addresses, separate each address with a semicolon. Available only if the sending email address is not Group Default or Practitioner Default.

  • (Optional) Default BCC email addresses: Any email address that receives a copy of emails you send but is not visible to other recipients. For multiple addresses, separate each address with a semicolon. Available only if the sending email address is not Group Default or Practitioner Default.

Note

If you want to send emails from your email address with a custom domain, you have to verify your domain with Halaxy.

Set email sender preferences for your practice group

The email sender preferences for your practice group are set by default when you create your account. You can edit these anytime.

To edit your group email sender preferences, follow the steps below.

  1. Click Settings > General.

  2. Under the Email Settings section, for the Group Default user (first row), click the Icon-Edit.svg edit icon.

    Email-Sender-Preferences-04.png
  3. In the pop-up, click the Icon-Plus.svg plus icon to expand a category. Specify the email addresses for each category.

  4. Click Save.

Set email sender preferences for an individual practitioner

By default, all practitioners use the group settings for email sender preferences. Practitioners can also set their own individual email sender preferences.

To set your individual preferences, follow the steps below.

  1. Click Personal > Profile.

  2. Under the Email Sender Preferences section, click Edit.

    Email-Sender-Preferences-05.png
  3. In the pop-up, click the Icon-Plus.svg plus icon to expand a category. Specify the email addresses for each category.

  4. Click Save.

Note

Individual practitioner preferences are displayed in and synced with the Email Settings section in Settings > General.

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