Sending Email with attachments

SEE ALSO: Emailing a Patient Document

To send Email with attachments

1. Select File menu > Email to open the Inbox window.
2. Select the Create New Email Now button to open the Contact by Email window:

   

   Take note of the instructions at the top of this window - if there is any patient, provider or specialist information you wish to insert in the email, you will need to select the appropriate person(s) in these fields in order for the merge fields to be included.

   To send a copy of the email to the patient and/or specialist, click the Email the Selected Patient and/or the Email the Selected Specialist checkbox.

   If you are sending a Form email such as an appointment reminder or welcome message to a new patient, you can use a template by selecting one in the Email Template field. In this case, the Category and Description fields will be defaulted to those appropriate to the template, but you can overwrite them if required.

   If you have an email signature set up, you can add it to the email by clicking the checkbox (this will otherwise be greyed out).

3. When all the details and fields are completed, click the OK button.

   If any of the email recipients do not have an email address in EXACT, a dialog is displayed to allow you to manually enter one, which will be used for the email and added to their file as their email address.

4. The next step is the creation and editing of the email message itself:
   
   

   This example is in HTML format, but the window is the same for other formats apart from the buttons and controls above the body pane. (Select either plain text or HTML format from the View as drop-down).

5. The To email address is defaulted from the previous steps.

   To change or add additional addressees:

   • Click the To, CC or BCC buttons to open the email address book, or
   • Select the recipient's name in the address book, and click the Edit button to edit the details.

   Due to confidentiality requirements, if you wish to add other recipients, these must be added in the Cc: or Bcc: fields, and must not be other patients unless they are family members.

   Example:

   

6. If there are recipients such as staff or specialists to be copied or blind-copied on the email , click the Cc and/or BCC button to select and add them.

   Example:

   
   

7. Continue using the Address Book until all the required recipients have been selected.

   Note that if any of the address fields contain more than one entry, you can use the buttons to scroll up/down through the entries.

8. Enter a subject for the email (this is defaulted if you use a template).

   This makes it easier when searching for particular emails.

9. Use the Attach... button in the Attachment field to add any required attachments:

   

   Select Next> for the Attachment Picker:

   

   The Attachment Picker window allows attachment of documents and images relating to the selected patient, and will show those available.
   
   If you need to, use the Find Other Files button to locate any other documents and images:

   

   Find the item(s) you wish to attach, and use the button to select them.

   Note that due to patient confidentiality considerations, you may not attach patient data to an email addressed to multiple patients unless they are members of the same family (as indicated in the 'Family Member' field of the Patient file).

10. Click the Finish button when you have finished adding attachments.

    The attachment/s display in the attachments window. From here you can further edit them from the right-click menu:

    

    +1 attach another file

    remove the selected attachment.
    save an attachment to another location.
    open the attachment with the appropriate program.

11. Click the Send button to complete the email and place the email in the Outbox ready to send:

    

    To send immediately, click the Send/Receive Email button.

    If EXDOC^e is configured to send automatically it will be delivered the next time mail is sent, otherwise it will be sent next time the Send/Receive button is clicked or Send/Receive Now is clicked on the email Server.

    While the Send/Receive process is active, the button is disabled (greyed out) and is only re-enabled when the send/receive process is complete.

12. Optionally review in the Contacts tab:

    Each time an email is sent or received a record is kept in the Contacts tab of the Patient File using different icons to indicate the various types, as shown below:

    

    Icons in the Type column:

SEE ALSO: Emailing a Patient Document