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Personal Distribution List Setup

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[Navigation] Utilities > Personal Distribution List Setup

[Accordion] Overview

When managing a busy clinic, coordinating communication and scheduling meetings with the same groups of colleagues can become a repetitive chore. To save you time and streamline your daily workflow, ClinicTracker offers Personal Distribution Lists.

This feature allows you to bundle frequently contacted staff members into custom, reusable groups for fast messaging and scheduling.

For example, you can build a "Monday Meeting Group" with your core therapists and psychiatrists, allowing you to send group updates or invite the whole team to a scheduled event with a single click/tap.

[Accordion] Getting Started

Create custom, private staff groups to instantly message multiple colleagues or invite them to calendar events all at once.

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  1. [[img:add >> lbl:Add New]] Click/tap this to create a new Personal Distribution List

  2. Actions: Manage existing Personal Distribution Lists with the following options:

    • [[img:edit >> bg:white]] Edit: Modify the name of an existing Personal Distribution List and add or remove staff members

    • [[img:delete >> bg:white]] Delete: Remove an existing Personal Distribution List

Add a new Personal Distribution List

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  1. Personal Distribution List Name (required): Enter a clear, descriptive name for the Personal Distribution List that easily identifies its purpose or the specific group of staff members it contains.
  2. Staff in Personal Distribution List: Add staff members to the Personal Distribution List. 

  3. [[img:delete>>lbl:Remove Inactive Staff]] Click/Tap this to remove deactivated staff from your Distribution List. 
    Additionally, when a user is marked "Inactive" in the system from Staff Info, a prompt automatically asks the administrator if they should be removed from all Distribution Lists.

[Accordion] Using Personal Distribution Lists in the Messaging Module

Personal Distribution Lists can be used while composing internal messages to quickly add multiple staff members as recipients. Instead of selecting staff individually, you can choose a previously created Personal Distribution List and populate the "To" or "Bcc" field with all clinicians in a single action.

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Example: A list named "Monday Meeting Group" can be selected when composing a message to address all clinicians included in that group instantly.

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Add Recipients from a Personal Distribution List

To use a Personal Distribution List while composing an internal message, complete the following steps:

  1. Navigate to My Messages and click/tap [[lbl:Compose >> lbl:| >> img:more_vert]].
  2. In the To or Bcc field, click/tap the More Options [[img:more_vert]] button located beside the recipient field.
  3. Select [[img:chevron_right >> lbl:Add Staff from Distribution List >> bg:white]] from the menu.
  4. In the Distribution List dialog, choose the "Personal List" quick filter tag to display your private Distribution Lists.
  5. Alternatively, select "Global List" to access clinic-wide lists available to you.
  6. Search for and select the desired Personal Distribution List from the "Select From List" field.
  7. Click/tap Add to insert all members of the selected Personal Distribution List into the message recipient field.

[Accordion] FAQs

[Q] I am not an Admin user, can I still create Personal Distribution Lists for myself?

[A] All staff members can create Personal Distribution Lists for their own use; you don’t need to be an Admin.

[Q] Can you give me a use case for Personal Distribution Lists?

[A] Personal Distribution Lists allow you to quickly send messages to specific subsets of your team for scheduled events or internal messages within your organization to help coordinate care.

[Q] Can I create a Personal Distribution List with all active staff members?

[A] Yes, you can add all active staff members to your Personal Distribution List.

[Q] If I remove an Inactive Staff Member from the Distribution List, will the members also get removed from the old Scheduler Events?

[A] No, changing the Personal Distribution List will not affect any Schedule events.

[Accordion] Related Articles

Global Distribution List Setup

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