Manually sending recall emails to multiple patients

It is possible to filter a list of patients for recall, and then to have EXACT email these patients with recall details.

[Overview of this procedure: By means of the Month View screen, filter/define which patients to recall, then by means of the Email Details screen, specify details of the email such as provider and email template, and finally, by means of the Create Email screen, create and send the email.]

Access the month view screen and optionally apply a month view filter.

To contact by Email

1. Click the Email button at bottom right of the screen to open the Contact by Email screen:

   

   Select Single or Multiple Emails.

   Select Group by Family if there are several members of the same family, and you want to send one Email for the family.

   You have the checkbox option to Tick as complete when sent. If you check this box, EXACT will remove each patient from the contact list when the letter for that patient is printed, leaving only patients on the list with unprinted letters.

   With this unchecked the patient is not marked as Complete on the contact list until further manual action is taken. In other words, leave the checkbox unchecked if you want a reminder to take further action.

2. Select OK.
3. If you selected Multiple Emails, complete the standard Contact Patients screen, but as applicable for Email:

   

   See the Contact Multiple Patients window for details.

4. With details specified, click OK to advance to the Email Details screen:

   

5. Complete the appropriate fields.
6. Choose an Email template by means of the selectors.
7. Document attachment options are greyed out unless you first check the Attach Document checkbox. Click any document attachment to see a preview at right.
8. Click OK to advance to the Create Email screen.

   This will either be blank (if you did not specify an Email template), or it will contain the Email Template that you specified:

   Blank:

   

   With sample specified template:

   

9. Optionally Attach any documents, image files (x-rays, photos, etc.) or other files.

   

   When you select Finish, the attachment/s appear in the Create Email screen. You can right-click them to see further options:

   

   To add a further attachment, click the +1 button.

   To delete an attachment, select it then click the Delete button.

   To save an attachment to another location, select it, click the Save button, and specify the location.

   To open (view) an attachment, select it then click the Open button; this will open the attachment with the appropriate program.

10. Complete the email as you require and then click the large Send button to have EXACT automatically send off the emails to the specified contacts.
11. Check in the Patient file Contacts tab for records of contacts.

To further filter the month view screen with Query Templates

To further filter the patient recalls displayed in the month view screen, select a Query Template, which will be applied to the list on the screen, as a second-level filter.

Either scroll up and down to locate a Query Template...

... or select from a pop-up screen: