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Communication Settings: Email, SMS & Notifications

The Communication Settings module manages all automated and manual outreach protocols within the platform. Configuring these settings ensures that your clinic maintains consistent, professional, and secure contact with both patients and staff.

1. Email​

Configure your outbound email server and templates for professional correspondence.

  • SMTP Configuration: Enter your clinic’s custom email server details to ensure all outgoing emails (invoices, appointment confirmations) originate from your official domain.
  • Email Templates: Manage a library of standardized email templates, including new patient welcomes, appointment follow-ups, and billing statements.
  • Signature/Branding: Define a global email signature and header/footer branding that appears on all communications sent through the platform.

2. SMS​

Manage your text messaging service and sender identification.

  • Provider Integration: Link your chosen SMS Gateway provider (e.g., Twilio) using your secure API credentials.
  • Sender ID: Define the "From" name or number that patients see when they receive an SMS from your clinic.
  • Message Templates: Create short, character-limited templates for appointment reminders, booking confirmations, and rescheduling requests.
  • Opt-Out Compliance: Automatically append mandatory opt-out instructions to comply with regional messaging regulations.

3. Notifications​

Control the timing, delivery method, and trigger events for internal and external notifications.

  • Trigger Events: Define specific actions that generate a notification (e.g., patient appointment status change, lab result upload, or internal staff task assignment).
  • Delivery Channels: Choose the preferred delivery method for each notification type—System (In-App), Email, or Push Notification.
  • User Preferences: Allow individual staff members to customize which notifications they receive in real-time versus those they receive as a daily summary.
  • Quiet Hours: Configure "Do Not Disturb" periods to prevent non-emergency notifications from being sent during off-hours.

4. How to Configure​

  1. Navigate to Settings > Communication Settings.
  2. Setup Email: Input your SMTP server details and customize your email templates.
  3. Configure SMS: Connect your gateway and define your sender identification and message templates.
  4. Manage Notifications: Use the notification matrix to map specific events (triggers) to your desired delivery channels.
  5. Save Changes: Apply your settings to activate the communication workflows.

5. Frequently Asked Questions​

  • Can I customize message templates per user role? Yes, you can create specific templates that are only accessible by doctors, nurses, or administrative staff.
  • How can I track if a patient received a message? All communication attempts are logged in the "Communication Audit" section, showing delivery status and timestamps.
  • Are notifications secure? Yes, all external notifications containing patient-identifiable information (PII) are sent via encrypted protocols or include secure links to the patient portal.