[Navigation] Messages
[Accordion] Overview
ClinicTracker features a robust, built-in messaging system designed to streamline and secure communication across your entire organization.
This tool allows staff to easily share important updates, time-sensitive alerts, helpful links, and signature requests. Whether you need to reach a specific colleague, a designated team, or your entire agency, the system ensures your internal communication remains both efficient and HIPAA-compliant.
[Tip] If you see different labels than what is shown in this article (e.g., Patient vs Client), your system may have Custom Labels applied. You can verify and update these by locating "Custom Labels" in the Global Search.
[Accordion] Getting Started
Message Types in the Message Board
Messages: Contains messages sent to you from other clinic staff members.
Schedule Notifications: Contains notifications for events scheduled or edited for you. These alerts can be toggled via Admin Config > Options > Notify Linked Staff on Scheduled Event Creation/Edit.
eRx/ePrescribing Notifications: Contains notifications for refill requests, required signatures, and incomplete prescriptions for staff with access to the ePrescribing module.
Reminders: Contains reminders you have set up for yourself.
Signature Requests: Contains incoming signature requests for patient or staff paperwork, making it easy to see exactly what needs your review and sign-off.
Agency Announcement: Contains a message from your system's administrators for all ClinicTracker users, and can be used for alerts and general messages. Users with Administrative Privileges can configure this by clicking [[img:Add >> lbl:Add Agency Announcement]] when in the Agency Announcement folder.
Patient Portal Messages: Contains messages sent to you from the Patient Portal.
Compliance Alerts: Contains alerts from the Compliance system. Alerts will be red when they are overdue.
Lab Report Notifications: Contains messages regarding lab report results for any users who have been given access at: Staff Info > Basic Info > Lab Result Notification.
Cloud Communications: Contains direct secure and eFax messages for any users who have been given access to the direct secure addresses and fax numbers at: Utilities > Cloud Communications: Link Staff Accounts to Addresses
Use the Expand [[img:Add_circle]] and Collapse [[img:do_not_disturb_on]] icons to manage your folder subsections. These toggles keep your left panel organized and uncluttered, making it easier to navigate your messages.
The main toolbar on the Message Board allows you to:
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Compose: The Compose button is your go-to location for creating various types of messages, based on your permissions.
Refresh: Update the Message Board to display the most recent messages and changes.
Notifications (Sync ePrescribing Notifications): Keep your ePrescribing notifications current by syncing them instantly.
eRx/ePrescribing Notifications: Launches you into the ePrescribing Portal to check notifications related to ePrescribing, including refill requests, required signatures, and incomplete prescriptions. Available to users with an active ePrescribing subscription.
eRx/ePrescribing Pending Rx Report: Launches you into the ePrescribing Portal to review prescribing activity and related information.
Staff Auto-Reply: This option allows you to configure an automatic response that notifies internal message senders of your unavailability, informs them of a potential delay in response, or advises that you will reply upon your return.
Patient Auto-Reply: This option allows you to configure an automatic response that notifies Patient Portal message senders of your unavailability, informs them of a potential delay in response, or advises that you will respond upon your return.
Sorting Messages With Labels
Think of Labels as a flexible filing system for your inbox. Unlike folders, labels let you categorize messages by priority, project, or patient without moving them out of sight. This gives you a clear, organized view of your messages at a single glance.
By default, all messages you send or receive will be displayed in your Messages inbox. However, you can add additional labeled sections by clicking on the three-dotted menu for a message and choosing [[img:Add >> lbl:Add Label]].
This will create a new label and associate the message with that label. You would then see a new item underneath the Messages option with the label you created and the message you were viewing.
Add a Name for Label
To add a message to the label, click on the More Options menu for the specific message and click on the label you want to move it to.
To remove a label, simply open the More Options menu next to the label name and select Remove Label. This will instantly detach the label from the message without deleting the message itself.
[Accordion] FAQs
[Q] How do Reply and Reply to All work?
[A] Using Reply responds only to the sender. Reply to All sends your response to everyone included in the message.
[Q] What does Mark as Unread do?
[A] It returns a message to an unread state so you can revisit it later.
[Q] How do I refresh my messages?
[A] Use Refresh to update the Message Board and display the latest messages.
[Q] Can I set up automatic responses?
[A] Users can configure Staff Auto-Reply and Patient Auto-Reply to notify senders of unavailability or expected response delays.
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