Emailing Patients

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Emailing Patients

Just as you can set up your system to send text messages to patients, you can also choose to send emails. To use this feature, you will need to contact our support staff about setting up your SMTP Server.

 

Topics

How Do I Set Up a Patient for Receiving Emails?

How Do I Set Up a Workflow Stage to Prompt Users to Send an Email?

How Do I Send an Email to a Patient from the Patient Profile?

 

 

How Do I Set Up a Patient for Receiving Emails?

1.Once you have configured your SMTP Server to send emails through ProPharm, you can set up a patient's account to receive emails.

2.Click on the Maintenance menu item.

3.Select Patients. The Patient maintenance screen will open.

4.You can either search for an existing patient or click on the Create New Patient option to add a new patient to your records.

5.Once you have selected the patient, look under the Record Info tab.

6.Click on the Communication Method drop-down and select "Email."

7.Enter the patient's current email address in the Email Address field.

8.If the patient's information is correct, click on the Save button.

 

 

How Do I Set Up a Workflow Stage to Prompt Users to Send an Email?

You can set up a Workflow stage to prompt users to send a message to the patient at a particular point in the Workflow process. For our example, we will set the message to be sent as soon as the script has been entered in the filling screen.

 

In the scenario outlined below, users are prompted to send a message each time a script is filled. However, if you have a scenario where a patient has multiple scripts ready to have messages sent for them, and you perform the "Message Patient" Workflow task, all of the patient's scripts that are ready will be marked as having completed that Workflow task.

 

To set up a "Message Patient" Workflow stage:

 

1.Click on the System menu item.

2.Select Workflow Setup. The Workflow Setup screen will open.

3.Click on the New Stage button.

4.Enter a Name for this stage (e.g., "Message Patient").

5.In the Workflow field, search for the correct Workflow system for your pharmacy.

6.Click on the Type drop-down field and select "Automatic."

7.Click Save.

8.Next, click on the Requirements tab.

9.In the Entry Requirement field, you can choose any requirement that needs to be completed before a script enters this Workflow stage. For our example, we want to require that a script has been entered in the filling screen. Click on the drop-down arrow and select "Script Entry."

10.Click Save.

 

You may also want to add the "Patient Allows Communication (status)" requirement to ensure that only scripts for patients who allow you to contact them will be included in the Workflow stage.

 

11.Click on the Tasks tab.

12.Click Add New.

13.Click on the Task drop-down arrow and select "Message Patient."

14.Click Save.

 

This type of Workflow stage will work for both text messages and emails, depending on the "Communication Method" that has been selected for the patient.

 

15.Now, whenever a script is entered in the filling screen, the "Message Patient" window will appear. This window will show the script's information as well as the patient's information. (You can click on the arrow to edit the patient's information if necessary.)

16.The user will be  prompted to send a message to the patient. You can choose from a list of default messages or enter a customized message.

 

 

How Do I Send an Email to a Patient from the Patient Profile?

You can also send a message to the patient at any time by going to the Patient Profile screen.

 

1.Click on the Script Filling menu item.

2.Search for the correct patient.

3.After you have selected a patient, the patient's information "card" will appear in the upper left corner of the screen. This will show the patient's information (such as name, date of birth, etc.). Next to the patient's information, click on the arrow to flip the "card." (You can click on the Edit button on this card if you need to change the patient's information before sending the message.)

4.Click on the Message option. The "Message Patient" window will open.

 

If the patient has chosen "Email" as their preferred Communication Method, there will be a note on the Message Patient window stating this choice. If the patient receives text messages instead of emails, this window can also be used to send a text.

 

5.Enter your message into the text field below the message history (You can choose from a list of default messages or enter a customized message.)

6.Click Send Message.