Emailing Invoices and Statements

from profile 8 4 66 onwards, you can send customers’ invoices and statements by email this saves time and money requirements email must be set up with your credentials, such as your practice domain and the email account you will be using if you do not have this capability, we can provide you with it please note, there could be a high risk of patients considering these as spam because, with our email domain, the sender is “noreply yourpractice myaccession com” configuration this is best done in association with intrahealth go to organization/preferences/internet/email tab please note, there is no capability to receive responses select use organization wide settings select by role as appropriate to the organization copy to other roles as required (may vary by organization) the static parameters outgoing mail server smtp sendgrid net port 587 outgoing mail server account name apikey organization e mail address no reply\@myaccession com note the myaccession com domain has an association with sendgrid other domains used as a reply address would be considered suspicious by the receiving side and would most likely land in the junk folder therefore, it’s better to use your own credentials (because sendgrid will be sending from many sources) outgoing mail server password \[enter the sendgrid key provided by intrahealth] note it is important that the use tsl/ssl checkbox is not checked in 8 4, but when 8 5 is deployed, ssl will need to be enabled select the bulk emails tab if desired, customise the text in the invoice field and statement field in the message templates panel print variables can be used these messages will be sent with the emailed invoices and statement, when sent in bulk from the control centre press active for all to check the communicate by checkbox for e mail for all patients who have an email address recorded in the alter patient window, the e mail field must be set up with the patient’s email address ensure the communicate by checkbox for e mail is checked, if you didn’t use the activate for all button in the bulk emails tab workflow note depending on your configuration, some invoices may include wording which refers to clinical procedures and/or services when sending emails to patients, care should be taken to ensure that patient confidentiality is not compromised go to control centre/financial/income you will notice a new email column there is a green checkmark if an email is specified and the patient has indicated they want to communicate by email select the lines and click the email invoice(s) icon (highlighted) in the toolbar this will send an invoice for the service to the guarantor of the invoice if you selected non email ready patients, a list will display, allowing you to print the remainder if the email column is not visible, go to the financial segment filters window in the income view to add it go to control centre/financial/find accounts use the same process as above to send a statement, using the email statement icon in the toolbar go to display transactions for the patient to send invoices or statements to a single person hot tip to save time, typing templates can be used to insert the required text note because we do not process email responses, this should be considered a push and hope method email addresses might be typed incorrectly, discontinued or the emails might arrive but go to the spam folder attachments