Send Appointment Prep Reminders

When to use -

Method 1: In any situation.

Method 2: Only if the patient is already in the system OR you want to refine search by - contact name, city, state/ province or Health Number.

Method 1:

Step 1: Click the compose button at the top right corner of your screen.
cmessage1.png
Step 2: Type the complete name or email address of the patient to select your desired recipient from the list of contacts that show up.
cmessageP1.png
Step 2b: Is your desired recipient not on the list?

It simply means they are not present in your recent contacts. Click 'Continueto search from the entire directory of Secure-Mail users.
cmessageP2.png
You still don’t see your contact? Click on 'Invite User'.
cmessInvite.png
You will be asked to select your 'Relationship' with the recipient. Select 'Patientand your contact will be added to the Brightsquid Patients directory (under Contacts)
rSelection.png
Note: Add your patient’s Date of Birth (DOB.) When patients receive a Secure-Mail invite notification, they will need to enter their DOB to create their account. This is a one-time step. Once their account is created, they will login each time using their password.

Step 3: Add a subject line. This is a mandatory step to send the message.
cSubject.png
Step 4: Add the body. If you don’t, you won’t be able to send the message.
cBody.png
Be specific in your instructions of all the prep you need from the patient.
Examples:

  • Go through the orientation document to sensitise yourself to what will happen in your session with the specialist.
  • Go through the Question-Prompting-List.
  • Ensure you consume your acetaminophen 30-minute prior your appointment so that the procedure is more effective.
  • Ensure that you do not consume your acetaminophen so that the doctor gets an accurate judgement of your case.

Guess what! Like traditional email you can better structure your message by:

  • Making your text Bold, Underlined or Italic by clicking on ‘B’, ‘U’ and ‘
  • Using bullets and numbering
  • Selecting different Headings
  • Selecting different sizes of font (small, normal, large, huge)

Step 5: Add attachments by clicking on 'Browse', selecting one or more files from the desired folder and clicking 'Ok' to attach them to your message. Or drag and drop multiple files simultaneously from any folder in your network into the attachment box. The attachment can be any type of file – pdfs, word doc, png, jpeg, gifs, mp3, mp4, xls, ppt etc. but not an executable file like ‘.exe.’ You can add as many attachments as needed. In any case, the size of each attachment cannot exceed 500 MB.
cAttach.png
The file type is restricted for free users.

Step 6: If you are a member of your clinic’s shared inbox, you will have two sending options.

  • Send from my account: Every clinician and staff members will have access to their own account. If you want to initiate a private communication with the recipient such that the communication doesn’t reflect in the shared folder for every Secure-Mail user in the clinic to see, you need to send the message from Your Account. This is the only way the patient will be able to send a private secure message to you as opposed to being viewed in the shared folder, accessible to the whole team.
    sButton-MA.png
  • Send from shared account: If you are member of shared account in your clinic, you will see an additional radio button that says ‘Send from Shared Inbox’.
    sButton-SA.png

Replies will come to the shared inbox which can be seen by everyone in the clinic who has access.

Optional Step: There is a default notification message that goes out to your recipient’s primary e-mail with every Secure-Mail message you send to them.

Click 'Edit' (above the send button) if you want to edit this notification message.
sButton-ED.png
Ensure to not include any PHI (personal health information) here as it is not protected.

 

Method 2:

Step 1: Under Contacts, click 'Directory' to communicate with other clinics or clinicians OR Under Contacts, click 'Patients' to communicate with patients.
cPatientList.png
Step 2: In ‘Global Search’ find your recipient’s contact information by name or email address.
cGlobalPat.png
You can refine this search better by – City, State/ Province or Health Number.
Select your desired recipient from the list.
cPatSugg.png
Click on the Secure-Mail button to compose a message.
cPatSugg2.png
Step 3: Add a subject line. This is a mandatory step to send the message.
cSubject.png
Step 4: Add the body. If you don’t, you won’t be able to send the message.
cBody.png
Be specific in your instructions of all the prep you need from the patient prior to the appointment.
Examples:

  • Go through the orientation document to sensitise yourself to what will happen in your session with the specialist.
  • Go through the Question-Prompting-List.
  • Ensure you consume your acetaminophen 30-minute prior your appointment so that the procedure is more effective.
  • Ensure that you do not consume your acetaminophen so that the doctor gets an accurate judgement of your case.

Guess what! Like traditional email you can better structure your message by:

  • Making your text Bold, Underlined or Italic by clicking on ‘B’, ‘U’ and ‘
  • Using bullets and numbering
  • Selecting different Headings
  • Selecting different sizes of font (small, normal, large, huge)

Step 5: Add attachments by clicking on 'Browse', selecting one or more files from the desired folder and clicking 'Ok' to attach them to your message. Or drag and drop multiple files simultaneously from any folder in your network into the attachment box. The attachment can be any type of file – pdfs, word doc, png, jpeg, gifs, mp3, mp4, xls, ppt etc. but not an executable file like ‘.exe.’ You can add as many attachments as needed. In any case, the size of each attachment cannot exceed 500 MB.
cAttach.png
The file type is restricted for free users.

Step 6: If you are a member of your clinic’s shared inbox, you will have two sending options.

  • Send from my account: Every clinician and staff members will have access to their own account. If you want to initiate a private communication with the recipient such that the communication doesn’t reflect in the shared folder for every Secure-Mail user in the clinic to see, you need to send the message from Your Account. This is the only way the patient will be able to send a private secure message to you as opposed to being viewed in the shared folder, accessible to the whole team.
    sButton-MA.png
  • Send from shared account: If you are member of shared account in your clinic, you will see an additional radio button that says, ‘Send from Shared Inbox’.
    sButton-SA.png

Replies will come to the shared inbox which can be seen by everyone in the clinic who has access.

Optional Step: There is a default notification message that goes out to your recipient’s primary e-mail with every Secure-Mail message you send to them.

Click 'Edit' (above the send button) if you want to edit this notification message.
sButton-ED.png
Ensure to not include any PHI (personal health information) here as it is not protected.

Note: If the contact does not appear in the directory (before you refine) then follow Method 1.

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