[Navigation] Messages
[Accordion] Overview
ClinicTracker includes a built-in internal messaging system designed to help staff communicate securely and efficiently within the organization. This feature allows users to send important information, alerts, links, and signature requests directly through the system, ensuring that communication remains centralized and easily accessible.
Messages can be sent to individual users, predefined user groups, or even the entire agency, making it simple to share updates, distribute documents, and coordinate tasks across teams. By keeping communication within ClinicTracker, organizations can maintain better oversight, improve collaboration, and ensure that sensitive information is shared securely.
[Accordion] Getting Started
To open the messaging system, click/tap on the [[img:mail]] envelope (Messages) icon in the left navigation menu.
Click/Tap on [[lbl:Compose >> lbl: >> lbl: | >> img:more_vert]] to open the Compose message editor. You can also click/tap on the vertical ellipsis button to reveal the types of messages you can send.
- To: Select the recipients for the message
- Bcc: Add recipients who should receive a copy of the message, while remaining hidden from other recipients
- High Priority: Check this box to flag the message as high priority
- Subject: Enter a brief title describing the message
- Expiration: Set a date when the message will automatically expire, or leave unchecked to have the message stay active
- Use [[lbl:Web Link]], [[lbl:File Link]] and [[lbl:Form Link]] buttons to add a web link, upload a file, or insert an existing form link into the message
- Use [[img:content_copy>> lbl:Copy To Clipboard]], [[img:send>> lbl:Send]], [[img:save>> lbl:Save as Draft]] and [[img:close>> lbl:Cancel>> bg:#CED4DA]] buttons to copy the message to the clipboard, send it, save as draft, and close the message editor screen
[Accordion] Sending Group Messages
Group messaging allows you to send the same message to multiple users at once through secure in-application messaging.
- Click/Tap on [[img:more_vert >>]] icon next to the To or Bcc field to access additional recipient options
- Add Me: Add yourself as a recipient
- Add Staff from Distribution List: Add a group of staff from your Personal or Global Distribution lists as recipients. To set them up, you can go to: Utilities >Personal Distribution List Setup or Global Distribution List Setup.
- Add Staff Manually: Add individual staff by clicking/tapping into the Search bar and clicking/tapping on their names.
[Accordion] Attaching Files
Messages allow you to securely share documents, forms, and other resources directly.
- Click/Tap [[lbl:File Link]] to open the file uploader
- Next, click/tap [[lbl:Choose Files]] to select the file you want from your device
- Finally, click/tap [[img:upload >> lbl:Upload]] to add the file
[Accordion] Searching/Deleting Messages
The messaging system helps you manage your inbox efficiently by providing tools to search for messages using keywords. It also allows for deleting messages that are no longer needed. You can quickly locate specific messages using the Search field and delete messages individually or in bulk using the available action menu or toolbar controls.
- Searching Messages: The Quick Search feature at the top right of the folder display allows you to find specific messages by typing keywords related to the subject, sender, or content. Add your search term, and either press Enter or click/tap the magnifying glass icon to filter the display to only show matching messages
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Deleting Messages: You can delete messages in three different ways, depending on how you prefer to manage your inbox:
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Using the More Actions menu: You can delete a message directly from the More Actions menu by clicking/tapping the vertical ellipsis under the Actions header
Click/Tap on [[img:more_vert]] icon next to the message, then choose the [[img:delete >> lbl:Delete Message >> bg:white]] option to delete the message
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Using bulk selection:
Check the box next to each message you want to remove, then click/tap on the [[img:delete >> lbl:Delete Message]] button in the toolbar to delete all the selected messages.
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Deleting from within an open message: A message can also be deleted while viewing it.
Open the message you want to remove, click/tap the [[img:delete >> lbl:Delete Message]] button, and confirm the deletion when prompted
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[Accordion] FAQs
[Q] Who can I send messages to?
[A] Messages can be sent to staff and patient portal users.
[Q] Can I send a message to multiple users at once?
[A] Yes. You can add multiple recipients in the To and Bcc fields to send the message to several users simultaneously.
[Q] Can I attach multiple files or links in a single message?
[A] Yes. Each message can include multiple File Links, Web Links, or Form Links.
[Q] is there a way to indicate a message is important?
[A] Check the High Priority box when composing your message to flag it for the recipients.
[Q] Can I recall a message that I already sent?
[A] No. Once a message is sent, it cannot be edited/recalled.
[Q] Can I schedule a message to be sent later?
[A] No, the Messages module does not support scheduling messages. Messages are sent immediately when you click Send.
[Q] Can I add myself as a recipient to a message?
[A] Yes. Select the [[img:add >> lbl:Add Me >> bg:white]] option from the More actions menu next to the To or Bcc fields to include yourself as a recipient.
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