Workflow Event Template Setup: Email

Why Use This Function:

Email Workflow Event Templates are pre-configured emails that help streamline your Practice’s email communication, making it faster, more efficient, and less prone to errors. These templates are ideal for repetitive tasks such as sending referral letters, appointment reminders, follow-ups, or official notifications, allowing you to focus on Patient care rather than manual messaging.

By standardising emails through Email Workflow Event Templates, the Practice ensures that all communication remains consistent, professional, and compliant with both operational and legal requirements, while maintaining a polished and reliable standard across all Recipients.

💡Please Note: These templates are set up per Entity, allowing each Entity to customise emails to its specific operational needs, Recipient types, and workflow requirements.

The Contents of This User Manual:

• Workflow Event Template Setup
• Attachments

• Assigned User

• This user manual will start on the Settings screen.

• • For more information regarding the Settings screen please, refer to the user manual: General Settings: Navigation and Use.

• Click on the Entity Settings tab, and select the Workflow Event Templates panel.

• Click on the Choose Event Type To Add Template For... drop-down menu and select the Email template.
  

• Click on the +Add Template button.

Workflow Event Template Setup

A Workflow Event Template provides a reusable email setup that allows the Practice to send automated emails consistently and at the correct time. These templates support communication such as appointment confirmations, reminders, and follow-ups. Customising email templates allows the Practice to match its own tone and branding, creating a professional and consistent communication experience while reducing administrative workload. For Patients, customised emails provide clear and timely information, helping them feel informed, prepared, and supported throughout their interaction with the Practice.

• Click on the Template Description field to give the Email Template a specific name or description.

• Click on the Placeholder drop-down menu to select placeholders that you want to use in the template.
  

• For more information on how to use Placeholders, please refer to the user manual: How to Use Placeholders.
  
  

• Complete the fields with the relevant information:

• • Click on the To field to enter the email address 

💡Please Note: The To field is completed automatically with the email address linked to the selected recipient, based on where the email action was initiated.

• Click on the Unencrypted Email button to encrypt the email.

• • For more information regarding the Unencrypted Email button, please refer to the user manual:  How to Send a Secure Email.
    
    

• Click on the Search Medibase to add the email address of a Practitioner that is listed on Medibase.

• • For more information on how to search for and select a Practitioner from the Medibase List, please refer to the user manual: Medibase List Search.
    
    

• Click on the Cc field to add all recipients who should receive the email and be visible to everyone.

• Click on the Bcc field to enter the email addresses of additional recipients who will receive the email privately. These addresses are hidden from other recipients.

• Click on the Subject field to enter a single line of text that informs the recipient what the Email is about.

• Click on the Email Body field to add the contents of the email.

💡Please Note: If the Patient’s email address is not completed in their record, it will not be populated automatically. The email address will need to be entered manually.

 

Attachments

Attachments are used to include supporting documents with an email template, ensuring that the Recipient automatically receives all relevant information together with the message. These may include items such as a Debtor Statement, Debtor Invoice, or any other required document. Once added, the attachment forms part of the email template and will be included each time the template is used, eliminating the need to attach documents manually.

• Click on the Attachments button.

•  An Attention! screen will open.

• Tick the  Debtor Statement and/or Debtor Invoice checkboxes to include them in the email.

• Click on Choose File to to upload a file from your device.

•  

• The attached files will now appear at the bottom of the Workflow Event Template screen.

 

Assigned User

A task will automatically be created for the selected user when this template is used.

• Click on the Assigned User drop-down menu to select one or more users for whom tasks will be created when the template is used.

💡Please Note: You are able to select multiple users, to whom tasks will be assigned when the template is used.

• Tick the Hide GoodX Users checkbox to hide GoodX users and display only Practice employees.

• Click on the Save button to save the Email Template.